Medical Secretary

Job overview

To provide a full secretarial support service to consultants and members of their teams in respect to their general medical duties, diary management and specialist work.  To act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed time frames

Main duties of the job

To act as first point of contact on behalf of the consultant and the Trust and deal effectively and courteously with all enquiries from GPs, parents/carers, other departments within the Trust and external bodies.

To type urgent clinical letters, including those of a sometimes distressing or emotional nature.

To produce correspondence and reports by the use of audio transcription technology.

To organise and support meetings on behalf of the Consultant and the Consultant’s team, taking and distributing minutes as required.

To deal with all telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful and prompt manner and respecting patient confidentiality at all times.

To prioritise and process incoming correspondence and ensure that it is dealt with promptly by the appropriate member of staff.

Detailed job description and main responsibilities

To act as first point of contact on behalf of the consultant and the Trust and deal effectively and courteously with all enquiries from GPs, parents/carers, other departments within the Trust and external bodies.

To type urgent clinical letters, including those of a sometimes distressing or emotional nature  from audiotape or direct dictation as agreed.

To organise and support meetings on behalf of the Consultant and the Consultant’s team, taking and distributing minutes as required.

To deal with all telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful and prompt manner and respecting patient confidentiality at all times

To prioritise and process incoming correspondence and ensure that it is dealt with promptly by the appropriate member of staff.

To maintain filing systems that facilitates the effective running of the department.

Maintain up to date filing of external reports and correspondence in patient medical records.

To use the appropriate IT system for checking patient information and appointments.

To co-ordinate and process work of a medico-legal nature and other medical reports as required.

To draft responses to routine enquiries as appropriate.

Support managing the generic email account.

To take an active role in initiatives to improve the administrative service provided to managers and clinicians.