Medical Secretary

**Job Title**: Medical Secretary Responsible to: Medical Secretary Team Leader Accountable to: Patient Services Manager ABOUT THE HEALTHCARE MANAGEMENT TRUST At the Healthcare Management Trust we are committed to delivering the highest quality healthcare and understand that our well-trained, passionate team of employees lie at the heart of delivering the service our patients and residents expect. Our team of employees share our vision to provide world class healthcare, and we continuously improve the skills within our workforce to ensure we maintain our position within the healthcare sector. We know our team have a wealth of knowledge and experience, and by working together we develop an exciting and innovative workplace. JOB PURPOSE To provide administrative/secretarial support to all Consultants undertaking insured and NHS primary care trust referrals.

PRINCIPLE DUTIES 1. To provide a typing service for Consultants who have contracted the Hospital to provide private and NHS secretarial facilities for them and maintaining accurate records. Ensuring invoices are raised for this service in line with the hospitals requirements. 2.

To ensure all letters are sent out in a timely manner. 3. To ensure clinic outcomes are recorded accurately. 4.

To ensure urgent work is picked up on medical dictation service and dealt with in an appropriate and timely manner. 5. Where appropriate to liaise with medical records, ward clerks, referrals and enquiries and bookings team to ensure patient records, referral letters, discharge summaries where appropriate are correct and up to date. 6.

To ensure that patients are dealt with via MDT when highlighted by Consultant and contacting appropriate Team at other Hospital Trusts. 7. To ensure that inter-provider transfers are dealt with in a timely and appropriate manner when highlighted by members of hospital Team/Consultant. 8.

To be proactive in ensuring all urgent results are highlighted to relevant Consultant/Department and action is taken on these results. 9. Use IT systems and databases to ensure relevant and accurate information is recorded. 10.

To investigate patient DNAs and ensure patient is dealt with in appropriate manner. 11. To communicate cancellations of clinics/theatre/endoscopy to all appropriate teams within the hospital to ensure all cancellations dealt with in timely manner. 12.

To open Consultant post daily and deal with in appropriate manner, highlighting anything urgent to relevant Consultant/Team. 13. To type up invoices for Consultants where appropriate (consultations/theatre procedures) 14. Liaising with external agencies (other hospitals, GPs etc) where appropriate 15.

To demonstrate excellent customer service care when dealing with patients and/or other external agencies. 16. To promptly deal with telephone enquiries with patients, GPs, patients relatives and other health care professions, taking and relaying messages in a polite, helpful manner and to use tact and empathy as at times you may deal with distressed and anxious patients and to take appropriate action. 17.

To deal with complex queries and escalate to appropriate Team Leader. 18. Ensure that all information distributed to patients is accurate and up-to-date. 19.

To ensure you maintain all necessary skills and that training is up to date to enable you to fulfil your role within the Hospital. 20. To ensure completion of DATIX when appropriate to do. 21.

To update Compucare 8 regarding patient information, e.g. address change, change of GP, telephone numbers etc. 22. To provide an efficient and professional typing service to Consultants caring for NHS/Clinical Commissioning Group patients.

23. Ensuring results that come through are highlighted to Consultants in a timely manner and filed correctly into patient notes. 24. To be proactive in ensuring all urgent results are highlighted to relevant Consultant/Department and action is taken.

In addition to St. Hugh's Hospital overall responsibility for your health and safety you have a personal responsibility for your own health and safety. As such you are required to inform your line manager of any safety issues that you identify that could affect your or others in the workplace. You must co-operate with management and colleagues at all times in achieving safer work processes and work places, particularly where it can impact on others.

GENERAL Equality & Diversity Be aware of the need for personal development and be prepared to attend and undertake any necessary training, and strive to increase personal knowledge. Information Governance All staff have an individual responsibility of creating and maintaining accurate records of their work, and for making entries and managing all patient records effectively in line with the Hospitals legal, regulatory and accountability requirements. Health & Safety To take reasonable care to prevent injury to themselves or others who may be affected by their acts or omissions. To co-operate fully in disc