Medical Secretary

Role summary The post holder will provide a comprehensive secretarial service to the Consultant and Clinical Team. To work with the minimum of supervision in an organised, efficient and effective manner. It is essential that the post holder uses initiative compatible to the role and it is vital that confidentiality is maintained at all times This post demands a high level of responsibility within the remit of patient care. Accurate record keeping and confidentiality are paramount in this position.

Key responsibilities To ensure a comprehensive secretarial service within the Trust, maintaining quality standards and confidentiality at all times. Using the Trust digital dictation system, transcribe clinic letters, discharge letters, medical reports, references and general correspondence adhering to confidentiality standards at all times ensuring that clinic letters are sent out within time limits to General Practitioners and other associated professionals. In the absence of the clerical officer retrieve medical records and investigation results relating to patient/consultant enquiries as required from within the Walton Centre or from other related sources. Ensuring related patient notes/results are filed efficiently and correctly.

Book patient follow appointments as required and ensure all appointment outcomes are recoded on the Trust PAS system in a timely manner Schedule and book patient admissions and re-arrange cancellations liaising with bed managers as required. In the event of a patient/hospital cancelling an admission date, contact and liaise with the patient directly by phone to organise a further date. On a weekly basis admission/operation lists are sent manually and electronically to the necessary departments within a reasonable time limit. Provide information and advice with regard to the booking of admissions and appointments.

The partial booking system of patients should be adhered to, in order to provide choice for patients. Domiciliary visits to be arranged as required by the consultant. Organisation of urgent appointments for rapid access clinics including short notice return appointments. To assist as required with the booking and administration of the Emergency Clinic, contacting patients by telephone and ensuring the typing of letters and the booking of investigations.

Dealing with patient related queries/problems by telephone or face to face. Ensure that Waiting lists, RTT PTL lists, Suspended outpatient lists etc. are validated on a regular basis and kept accurate and up to date. Organisation of the consultants diary both manually and electronically, including booking of consultants annual leave.

To deal with patient related requirements such as prescribed prescriptions and aids. To arrange accommodation, travel and sustenance provision for patients as required. Secretaries when required are responsible for taking and transcribing minutes of meetings and responsible for distribution of paper work in a timely manner, organising a venue, refreshments and equipment as required. Secretaries are responsible for organising clinical trials/research patients on behalf of their Consultant, retrieval of notes, typing of correspondence, liaising with patients and responsible for supplying the Consultant with up to date paper work.

Secretaries are responsible for ensuring referrals are dealt with by Consultant promptly and once prioritised passed to Patient Access Centre. Secretaries are required to contact the patient for short notice appointments. Ensuring effective dealing with any post received in the department.