Medical Secretary Rheumatology Medicine

Job overview

Senior Medical Secretary -  Rheumatology  Medicine

Administrative and Clerical Band 4  (32 hrs)

Applications are invited from hard working and motivated individuals to provide a high quality medical secretarial and administrative service working as part of the medical secretarial team within the Rheumatology  Department. You will be based at the Queen Elizabeth Hospital Gateshead.

Main duties of the job

You should have previous medical secretarial experience, preferably within an acute medical setting and have knowledge of a full range of secretarial procedures, a working knowledge of a variety of software programmes and RSA/OCR Level 3 typing/audio/word processing or equivalent level of experience. You need to have a good understanding of medical terms

Excellent written and verbal communication skills are essential together with excellent organisational and planning skills.  You should be proficient in the use of Windows, Microsoft Word. A working knowledge of Careflow is also desirable.

The post holder will be expected to manage their own workload and will be required to use a significant amount of initiative and discretion in the discharge of all duties, handling queries/enquiries efficiently and professionally.

Duties will include typing clinical letters for the team using digital dictation (Winscribe), booking and sending out appointment letters, handling case notes, requesting orphan data filing, managing waiting lists and co-ordinating admission dates. Accessing and entering data into a number of different computer systems is also a key part of the role such as Careflow, ICE, Filefast and Bluespier.

Informal enquiries welcomed by Claire Stafford  (0191) 4453422

Gateshead Health NHS Foundation Trust operates a “No-Smoking Policy”

Detailed job description and main responsibilities

Overall responsibility for providing an efficient  administrative support service to clinicians to meet internal and external standards/performance indicators

Annual leave cover, Standing Operating Procedures, technological changes and MDT management/Virtual clinics.

Provides support to identified clinicians: managing diaries; support with software systems, organising meetings, rotas, leave & associated cover, teaching, training, performance and induction activities.

Investigate and collate information for DATIX incidents/complaints as required by clinicians or service management.

Oversee patient pathway (RTT, Diagnostics and Cancer) progress for nominated clinicians; calculating referral to treatment dates, monitoring progress and following up activity (e.g. investigations), liaising with Waiting List team as required, arranging inter provider referral & transfer of information and investigating potential breaches identified by the Waiting List Manager.

Oversee the smooth running of nominated clinics; managing and maximising capacity, cancellations & rescheduling, arranging additional clinics and urgent patient appointments (< 1 week) within patient pathway requirements and Service Level Agreements.

Main point of contact for patient and third parties (e.g. other clinicians, GP, police, social care, legal) to resolve queries, respond to requests for information or notify third party of information as required by clinicians.

Provide information to assist performance reporting and resolution of queries or complaints (e.g. DATIX) as required.

To provide a service for the transcription and typing of communications, reports and correspondence in line with trust contracted timescales across the relevant service line through appropriate prioritisation delegation and supervision.

To monitor expenditure for a delegated budget from the relevant Administration Manager e.g. stationery and timesheets.