Support Medical Secretary

Our expectation is that you will be able to demonstrate competent organisational skills and initiative, prioritising your own work to meet deadlines whilst maintaining the high standards, which have become customary within the department.

Level 2 audio typing skills, GCSE English/Math at level level 4/C or equivalent and a good knowledge of Microsoft Office packages will be required for this role.

In addition significant clerical or secretarial experience is essential. Ideally, you will have a good understanding of the Patient Administration System (Lorenzo), a familiarity of medical terminology and experience in a medical environment and in a multidisciplinary team setting. However, these are not essential as training will be provided.

You must be able to audio type.

Have an understanding the 18 week RTT pathways.

Be able to demonstrate an understanding of confidentiality.

You will have excellent communication and interpersonal skills. With a professional approach, you will be able to liaise with staff at a variety of levels, throughout the Trust. You will also be able to communicate with patients and relatives; in particular you will have the ability to deal with telephone enquiries in a polite and efficient manner.

This is an exciting time to work in the Department of ENT. We are consistently working towards improving the service we provide to our patients and the team is looking to recruit a motivated, dynamic individual to provide an effective support medical secretarial service to the department. Applications are invited from individuals with effective secretarial skills who would look forward to working within a highly successful and challenging environment. An opportunity has arisen to contribute to the continuing success of this thriving regional specialty.

To support the medical secretariat and administration personnel in providing a high standard of secretarial and clerical support to the medical staff, their team, patients and other users of the service. This shall predominately involve theco-ordination and typing of clinical corresponsive within set time limits and managing patient and staff queries.

To provide support and cover for the Ear, Nose & Throat secretarial/administration team following Trust and Directorate policies and guidelines and as directed by the Secretarial Co-ordinator.

Typing patient letters relating to clinic appointments, discharge summaries, diagnostic testsetc.from electronic, audio, longhand or verbal dictations to meet Trust standards and prescribed timeframes.

Provide cover for medical secretaries during their absence, including taking telephone messages and undertaking any urgent typing for the consultants and their teams and ensuring clinicians’instructions are referred to the medical secretary.

Track the amount of typing using G2 and other tools to deliver the Trust’s targeted 48-hour typing turnaround.

Collect case notes from clinic rooms using trolleys and stack them on shelves in the secretarial office. This requires a basic level of manual handling ability involving bending, lifting, pushing and carrying.

To file, manage, transfer and request clerical notes and keep tracing records up to date and accurate.

Work closely with the medical secretaries to ensure a seamless level of support to the all consultants within your area of responsibility

To manage and up-date patient activity and pathways on Lorenzo as and when necessary in conjunction with the medical secretaries and as directed by the Secretarial Co-ordinator using several reports.

To assist the medical secretariat in managing patients through their 18-week RTT pathways. This might include validating pathways and amending them on Lorenzo when typing and escalating any possible breaches to line managers.

Communicate with other departments ensuring that relevant clinical activity is booked (e.g. x-ray examination outpatient appointments).

Where necessary, in support of medical secretaries, answer internal and external telephone calls from patients, relatives and other healthcare professionals, taking accurate messages regarding patient enquiries and relaying them to the relevant consultant/secretary.

Occasionally handle telephone calls from aggressive or distressed callers with support from medical secretaries and the Secretarial Co-ordinator.

Take accurate messages related to enquiries

Use a variety of Trust databases as and when required.

Locate and retrieve medical case notes across the site as and when required

Where necessary, provide leave cover for medical secretaries.

Achieve and maintain strict adherence to confidentially laws, policies and practice which include, but are not limited to, the Data Protection Act (1998), Freedom of Information Act (2000), Duty of Candour (2015) and Caldicott Guidelines (1997).

Other generic duties

Filing of medical information and appropriate correspondence into notes or other data systems.

Retrieving patients’ notes from the Medica