Support Medical Secretary

1 month ago

Oswestry, United Kingdom Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust Full time

Job summary

We are seeking to recruit a Support Medical Secretary to provide support/cover to the Senior Medical Secretaries in our Rheumatology Service.

Applicants to have a good all round experience in a secretarial role. RSA II/III typing/audio typing or proven experience. A good knowledge of medical terminology. Candidates should display discretion when dealing with sensitive and confidential information and be able to deal calmly with patients and staff by telephone and face to face. Good communication/interpersonal skills.

Applications from job seekers who require current Skilled Worker Sponsorship to work in the UK are welcome and will be considered alongside all other applications. Job seekers should be aware that not all roles will be eligible for Skilled Worker Sponsorship. For further information visit UK Visas and Immigration - (

Main duties of the job

To provide accurate and high quality typing of clinic notes, correspondence of varied medical terminology through our Digital Dictation System as directed by the Senior Medical Secretary distributing as necessary clinic letters. Process incoming mail, answering and dealing with telephone queries, regularly check the Digital Dictation System for urgent/priority dictation. Assist with advice and guidance requests and patient's pathways.

About us

The Robert Jones and Agnes Hunt Orthopaedic NHS Trust (RJAH) is one of the leading orthopaedic hospitals in the country, with some of the highest levels of staff and patient satisfaction, as well as a strong reputation for research and innovation.

Joining RJAH is more than just a job - we want our people to have the best opportunities to thrive in their have a range of fantastic staff benefits on offer to everyone who joins RJAH and you'll have access to outstanding professional development opportunities and state-of-the-art facilities - including our recently-opened £6 million Headley Court Veterans' Orthopaedic Centre (the first unit of its kind in the UK).RJAH has strong links with a range of universities including Staffordshire, Keele, Glyndwr, Chester and hospital is located on a site outside Oswestry in Oswestry, just off the A5. The nearest train station is in Gobowen, approximately two miles from the hospital. The station is part of the Chester to Birmingham are based in North Shropshire, close to the border with North and Mid Wales. It is one of the most attractive parts of the country, with a rich historic culture and excellent transport links. It offers outstanding opportunities for anyone who enjoys an outdoor lifestyle or is looking to raise a family.

Job description

Job responsibilities

To undertake the typing of clinic letters, operation notes, pre operative notes, ward notes, discharge letters, specialist reports, conference notes and associated correspondence of varied medical terminology, efficiently and accurately through audio word processing or shorthand dictation distributing as necessary to the relevant healthcare professions with a copy to the patient. This work involves a significant use of the Trusts computer systems, SF4, Lorenzo, EPR, Big Hand, Bluespier and Word Microsoft Office.

Ensure all clinical letters are completed and dispatched, where possible, within the 10 day standard as directed by the Trust liaising with medical staff to encourage dictation and signing of letters in a timely fashion.

Process incoming mail, date stamping, prioritise and distribute as necessary on a daily basis including processing all miscellaneous

Prioritise own work schedule as required.

Listen, analyse and respond to queries via telephone, e-mail and face to face contact from clinical and non-clinical NHS staff, patients, relatives and the general public in an articulate and sympathetic manner exercising ones own judgement effectively and efficiently as to when action is required and safe guarding patient confidentiality. To record as necessary queries on to the EPR system and pass to Consultant for response as directed by Senior Medical Secretary

Show sympathy and empathy when dealing with anxious and distressed patients and bereaved families in difficult circumstances.

To direct telephone calls appropriately and to provide external callers with the correct information regarding appropriate referral to a named specialist consultant

The ability to deal with difficult people and challenging situations.

To regularly check Big Hand for urgent dictation and miscellaneous dictation found in the wrong section, alerting the necessary staff. Also checking for missing dictations and alerting the Consultant or Team.

Identify and arrange urgent out-patient appointments, and investigations to include multi departmental scans and biopsies with the consultant and their team.

Urgently marked results/information to be brought to the early attention of the Consultant or Team.

Assist the Senior Medical Secretary with RTT patients on MS2, C and U stream, checking all investigations are being arranged in the appropriate timescale to assist the RTT process. Updating the diagnostic waiting list accurately and promptly.

Ensure all results and any other documentation is scanned into the correct section of the patients EPR record, performing a quality assurance check for each scanned document.

Complete Inter Provider Transfer forms accurately to effectively coordinate patients pathway with other hospitals.

Maintain all patients demographics are up to date and if necessary contacting the patient or GP to ensure demographics are accurate and complete thus meeting information Governance and Data Quality Standards and preventing DNAs.

Deal with Advice and Guidance letters promptly

Person Specification

Qualifications/Training

Essential

RSA level 2/3 or OCR II/III Audio typing/Digital dictation or proven experience

Desirable

English/Maths GCSE's or equivalent AMSPAR diploma ECDL/NVQ

Experience

Essential

Previous secretarial experience

Skills and Competencies

Essential

Good organisation skills and ability to work on own initiative. To take direction from Senior Medical Secretary Good communication & interpersonal skills Tact and discretion when dealing with sensitive and confidential information Able to deal with frequent interruptions whilst maintaining levels of concentration

Knowledge (including specialist or technical knowledge required)

Essential

Good knowledge of medical terminology

Desirable

Knowledge of computer systems

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