Medical Secretary

Provision of full secretarial service to Consultant and supporting medical team which includes typing letters, psychiatric reports, non-clinical typing and recording minutes of meetings.To carry out general administrative duties for the Consultant and his/her supporting medical team to include information gathering and circulating correspondence. Dealing with internal and external mail (paper and electronic), managing this communication by responding to routine matters not requiring the urgent attention of the Consultant and ensuring timely dissemination. Filing, scanning and photocopying documents.To deal with telephone enquiries (often from patients who are distressed) and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and tactful manner.Responsible for recording referrals, appointments and related information in a timely manner in accordance with the Data Quality Policy and supporting Data Quality Guidelines. To directly collate and input data on PARIS in relation to outpatient and/or inpatient activity.
To deal with telephone enquiries (often from patients who are distressed) and give advice wherever possible, in a diplomatic and sensitiveway, following these through with the appropriate member of staff, in a responsibleand tactful manner.To take additional referral information or clarify the nature of referrals by telephone and signpost to appropriate agencies, as required.Arrange urgent clinic appointments, ensuring all relevant departments are notified accordingly including Community Mental Health Teams and the Outpatient Department.On behalf of the Consultant and his/her team, to actively manage patients who disengage in line with Tableau reporting and ensuring opt-in letters are sent, responses are obtained and further intervention is arranged.Able to work unsupervised and manage own workload, exercising the highest standard of confidentiality using independent judgement and initiative, based on acquired knowledge and experience,Demonstrate influence and composure when working under pressure and to strict deadlines.Ensure effective liaison between a range of staff, patients and relatives. To arrange community visits by Consultant, communicating with patients relatives to arrange personal interviews with Consultant and giving appropriate advice wherever possible.Ensure the prompt typing of discharge summaries (as necessary), subsequent follow up appointment letters, reports and general correspondence within agreed standards.Maintain Consultants electronic diary, incorporating a bring forward system, ensuring that documentation is available prior to scheduled meetings.Timely filing to ensure that accurate copies of correspondence and investigative reports are scanned and uploaded to electronic health records, which will include sorting investigation results and retrieving relevant health records. Chase results in cases of urgency.Proactively receive visitors to the Outpatient Department, when necessary, dealing personally with matters where appropriate and demonstrating diplomacy in dealing with issues of a sensitive nature, re-routing enquiries if necessary.To support data collection for the Outpatient Department and assist with reporting key performance indicators for the team. To record incidents, as and when, on the Trusts Ulysses system, taking remedial action as necessary.Control and maintenance of health records (including archiving and culling) in accordance with the Trusts Records Management Policy and ensuring all are electronically tracked to the correct location within PARIS.Organising and maintaining an efficient and effective filing system.Exercise independent judgement and initiative when problems arise by taking appropriate action to resolve the situation or referring to the appropriate person.Informing Consultant of any long waiting times for new patients; discussing and implementing any changes to the clinics to rectify any concerns.Assist in covering other Consultants and their supporting medical teams secretarial needs when demand is high, after prioritisation.