Senior Medical Secretary

Job overview

To provide secretarial support to a full time Orthopaedic Consultant maintaining their diary with clinical/other commitments, typing of clinic notes to send to other healthcare professionals and patients.  Being a point of contact for patients and other healthcare professionals.  Alerting Consultant to results and ensuring patients are moving through their pathway.

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 - GOV.UK (www.gov.uk)

Part-time hours considered

Main duties of the job

To undertake the typing of clinic letters, operation notes, pre operative notes, ward notes, discharge letters, and associated correspondence of varied medical terminology, efficiently and accurately through audio and the use of the Trust’s computer systems.

All clinical letters are completed within the 10 day standard.

To send and receive confidential patient information, to and from, Healthcare professionals, hospital personnel, patients, etc accurately.

Manage daily paper based or electronic diaries.

Process incoming mail on a daily basis.

Ensure all referral letters or internal referrals are passed to the Appointments Team promptly.

If referral is marked urgent by referring clinician or red flagged for speciality bring to the prompt attention of the Consultant or Team.

Plan, organise, prioritise and manage own workload on a daily basis.

Listen, analyse and respond to queries via telephone, e-mail and face to face contact from clinical and non-clinical staff, patients, etc in an articulate and sympathetic manner exercising ones own judgement effectively and efficiently as to when action is required and safeguarding patient confidentiality.

Detailed job description and main 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 Trust’s 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.

To send and receive confidential patient information, to and from, General Medical Practitioners, hospital personnel, patients, carers and relatives through written and verbal means of communication as directed by medical staff, gathering patient data for Consultant accurately.

Manage daily paper based or electronic diaries for the consultant and their team using own judgement to highlight and resolve any conflicts that may occur.

To liaise with consultants and their teams regarding the on call rota and make the necessary changes as required.

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

Ensure all referral letters or internal referrals are passed to the Appointments Team promptly for registering and Opwaiting to start the Referral to Treatment Process.  When referral letters are received back to the consultant for vetting, to prioritise this task and return these back to the Appointments Team promptly for RTT purposes.

If referral is marked urgent by referring clinician or red flagged for speciality bring to the prompt attention of the Consultant or Team.  This may involve taking the decision to deviate from individual booking rules when necessary.

Plan, organise, prioritise and manage own workload on a daily basis and make decisions in the absence of the consultant when required.  To work accurately under pressure.

Listen, analyse and respond to admin non clinical queries via telephone, e-mail and face to face contact from clinical and non-clinical 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 safeguarding patient confidentiality.  To record as necessary queries on to the EPR system and pass to Consultant for response.