Medical Secretary

As a member of the Large Joints Team, you will be expected to work as part of a team taking a lead role in providing secretarial support for the consultants and junior medical staff in the team, with particular responsibility for ensuring clinical correspondence (clinic dictations, imaging reports, and discharge summaries) are produced in a timely fashion as delegated by the Team Leader. You will be looking after patient tracking lists and ensuring patients are treated within the RTT.
To coordinate the junior secretarial support staff in the team.
Liaise with scheduled care list coordinators to ensure theatre utilisation is maximised and patients are treated within nautical targets.
To work flexibly across two very busy specialties as part of a team, taking a lead role in providing secretarial support for the consultants and other clinical staff in the teams, with particular responsibility for ensuring out-patient clinic capacity utilisation is maximised and patients are treated within the 18-week RTT pathway.
In addition, the medical secretary will ensure clinical correspondence (TPro), is produced in a timely fashion and will be responsible for managing the clinicians’ diaries, outpatient clinics and day case commitments.
The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.
Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.
The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.
We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.
The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.
To assist with the typing of all correspondence relating to outpatient and in patients, as well as typing departmental correspondence.
Regularly liaising with departmental managers to ensure departmental key performance indicators are achieved.
Ensuring that out-patient clinic capacity utilisation is maximised, and patients are treated within the 18 week RTT pathway.
Managing consultants’ and clinicians’ diaries, booking meetings, and taking minutes where appropriate.
Arrange clinic reductions/cancellations as appropriate for consultant/clinician leave.
Arrange patients’ new and follow up appointments as required using PAS system and liaising with appropriate departments.
Receive enquiries from patients and staff, resolving enquiries of a more complex nature and dealing with as appropriate.
Liaise professionally with all departments regarding day case admissions, waiting lists, ad hoc ward attenders and cancellations ensuring hospital policies are adhered to.
To provide cross cover for secretarial teams during annual leave and sickness.
To validate weekly primary targeting list (PTL) as delegated by departmental managers.
Co-operating in the planning and introduction of new procedures, policies, or technology, assisting managers in its implementation.
To set up and maintain filing systems ensuring all documents are accurately and are appropriately archived.
To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology/imaging and urgent telephoned results, and all results are filed in the patient’s records.
To take responsibility for patients’ notes in the office. To implement secretarial and administrative policies to track medical records and referral letters using the Patient Administration System.
To conduct staff appraisals, as delegated by the Therapy Services Admin Manager.
To participate in personal appraisals and personal reviews and work to achieve agreed set objectives.
To participate in appropriate training and development activities.
This is not an exhaustive list of duties, and a regular review will take place with the potholder as part of their on going development and performance management.