Medical Secretary in Gastroenterology Specialist

4 weeks ago


Dorchester, Dorset, United Kingdom Dorset County Hospital NHS Foundation Trust Full time
Job Overview

The Medical Secretary in Gastroenterology Specialist will work closely with the Gastroenterology team to ensure the delivery of a high-quality service. This will require the utilisation of good secretarial, administrative, communication, and interpersonal skills, knowledge of word-processing and other computerised systems. The post-holder will have a shared responsibility to service the needs of the department.

Main Duties of the Job

Provide comprehensive secretarial and administrative support to the Gastroenterology team to facilitate the smooth, efficient, and effective running of all elements of the service.
Act as a point of contact for patients/carers and other health professionals, dealing with queries, providing information, and escalating to the clinical team where appropriate. This will require a caring and empathetic approach and it will necessitate establishing communication networks with the team and with other appropriate health care professionals, both internal and external to the organisation.
Work with the clinical and managerial teams to maintain and support departmental/divisional practice and procedures to ensure that both operational targets and quality standards are achieved.

Working for Our Organisation

The post holder will be an active and enthusiastic member of the Gastroenterology Department at Dorset County Hospital, providing a first-contact service for patients within the service. The successful candidate will form part of a high-quality and close team within the hospital.

Detailed Job Description and Main Responsibilities

Communicate tactfully and politely over the telephone or face-to-face with patients, their family/carers, other health professionals, or administrative staff, external bodies, to deal efficiently and effectively with queries and concerns.
Pass on information in an effective and efficient way, particularly when taking clinical queries over the telephone, either from patients or other health professionals.
Comment on standard operating procedures where they relate to secretarial or clerical issues, to facilitate a culture of continuous improvement.
Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times.
Use audio dictation to type clinic letters and other correspondence in a timely way, whilst being mindful of typing turnaround times, having a high standard of accuracy and presentation, thereby ensuring an accurate clinical record.
Make adjustments/cancellations to clinics on request to facilitate operational efficiency.
Deal with incoming mail, cash up clinics, make appointments, update the Patient Tracking List (PTL), accept telephone calls for the clinical team, chase Electronic Discharge Summaries (EDS) and results, add patients to waiting lists, forward referrals to other clinical teams/services, arrange for the safe transportation of medical notes between sites and between departments, and arrange meetings etc as required, ensuring a suitable venue and good communication with attendees, both internal and external to the Trust, so that the meeting runs smoothly.
Ensure that all tasks are organised and produced to expected standards and within reasonable timescales in response to service demands.

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