Senior Medical Secretary

To undertake the typing of clinic letters, operation notes, pre operative notes, ward notes, discharge letters, specialist reports, conference notes and associated correspondence of varied medical terminology, efficiently and accurately through audio word processing or copy typing, distributing as necessary to the relevant healthcare professions with a copy to the patient. This work involves a significant use of the Trusts computer systems, SF4, Lorenzo, EPR, Big Hand, Bluespier and Word Microsoft Office. Ensure all clinical letters are completed and dispatched, where possible, within the 10 day standard as directed by the Trust liaising with medical staff to encourage dictation and signing of letters in a timely fashion. To send and receive confidential patient information, to and from, General Medical Practitioners, hospital personnel, patients, carers and relatives through written and verbal means of communication as directed by medical staff, gathering patient data for Consultant accurately.
Manage daily paper based or electronic diaries for the consultant and their team using own judgement to highlight and resolve any conflicts that may occur. To liaise with consultants and their teams regarding the on call rota and make the necessary changes as required. Process incoming mail, date stamping, prioritise and distribute as necessary on a daily basis including processing all miscellaneous mail. Ensure all referral letters or internal referrals are passed to the Appointments Team promptly for registering and Opwaiting to start the Referral to Treatment Process.
When referral letters are received back to the consultant for vetting, to prioritise this task and return these back to the Appointments Team promptly for RTT purposes. If referral is marked urgent by referring clinician or red flagged for speciality bring to the prompt attention of the Consultant or Team. This may involve taking the decision to deviate from individual booking rules when necessary. Plan, organise, prioritise and manage own workload on a daily basis and make decisions in the absence of the consultant when required.
To direct telephone calls appropriately and to provide external callers with the correct information regarding appropriate referral to a named specialist consultant. As first patient point of contact to assist in the deflection of complaints using the correct manner and reassurance skills with the ability to escalate appropriately. To check Lorenzo and Bluespier as a check that patient has been listed as necessary for surgery. To prepare standard letters for appointment booking and non medical admin as draft responses to correspondence letters for the consultant to sign off.
To regularly check Big Hand for urgent dictation and miscellaneous dictation found in the wrong section, alerting the necessary staff. Also checking for missing dictations and alerting the Consultant or Team. Develop a detailed expert knowledge and understanding of medical terminology throughout sub-specialities. Check daily the Patient Tracking Lists to help assist with the RTT (Referral to Treatment) pathway.
To check daily on the Milestone 2, C-stream and U-stream patient pathways, checking all investigations are being arranged in the appropriate timescale to assist with the RTT process and thus prevent breaches and fines to the Trust. To update the diagnostic waiting list accurately and promptly and where necessary using own judgment to book patients on clinics to prevent breaches as a high priority. Validating patient pathways and liaising with the Validation Team as necessary for possible clock stops. To assist the individual bookings teams with the referral to treatment pathway thus identifying dates for extra clinics or theatre lists as required with the consultant.
Complete Inter Provider Transfer forms accurately to effectively coordinate patients pathway with other hospitals. Maintain all patients demographics are up to date and if necessary contacting the patient or GP to ensure demographics are accurate and complete thus meeting information Governance and Data Quality Standards and preventing DNAs. Supervise and mentor trainee medical secretaries/support secretaries, audio typists, bank staff, modern apprentices and work experience placements cascading knowledge and information. To provide guidance and priorities of workload to new staff.
The ability to deal with frequent interruptions whilst maintaining a high level of concentration. Deal with Advice and Guidance letters promptly and record the outcome on the Choose and Book system. To coordinate special clinics such as complex and consent clinics ensuring there is adequate consultant representation. To assist junior members of the department with issues/concerns/queries and offer advice on a solution as appropriate.
Show sympathy and empathy when dealing with anxious and distressed patients and bereaved families in difficult circumstances. Inform the necessary departments both internal a