Medical Secretary

Job Overview

We are seeking a highly organized and detail-oriented Medical Secretary to join our Ophthalmology department. As a key member of our team, you will be responsible for coordinating patient pathways, ensuring seamless communication between clinicians and administrative staff, and providing exceptional customer service to our patients.

Main Responsibilities

• Process and log all referrals, including paper and electronic submissions, in accordance with Trust policies and procedures.
• Schedule new and follow-up appointments for patients with the most appropriate clinician, ensuring efficient use of capacity and offering choice wherever possible.
• Coordinate appointments and procedures at other hospitals and organizations, as required.
• Ensure clinic outcomes are recorded accurately on our patient administration system.
• Lead on the completion of clinic cancellation forms and process according to standard operating procedures.
• Reschedule outpatient clinics as requested, in line with waiting time targets.
• Use our medical transcription system to ensure urgent letters are processed in accordance with standard operating procedures.
• Liaise with patient records staff, ward clerks, and other organizations to ensure all medical notes, referral letters, results, and discharge summaries are available for outpatient appointments and consultations.
• Recognize when patients are on cancer pathways and liaise with Cancer Trackers to ensure patients are handed over appropriately.

Working for Our Organization

As a member of our NHS Foundation Trust, you will be part of a large and diverse organization that provides high-quality healthcare services to our community. We are committed to delivering world-class hospital and community services, and we value the contributions of our staff in achieving this goal.

Person Specification

• Essential criteria:
  • RSA III or equivalent administration qualification
  • GCSE or equivalent in English and Maths, grades A-C or equivalent experience
  • NVQ level II in business administration/customer care or acquired equivalent experience
• Desirable criteria:
  • Computer Literacy Course e.g. ECDL

Occupational Experience

• Essential criteria:
  • Experience of using full range of IT systems and patient data systems
  • Experience of using Microsoft Office, including Word and Excel
  • Experience of scheduling appointments
  • Experience of working in a multidisciplinary team
  • Customer Care Experience
• Desirable criteria:
  • Experience of working within the NHS
  • Experience of using digital dictation systems
  • Experience of working in a healthcare setting