Job summary
Neurosurgery Medical Secretary BAND 4
37.5 hours per week, permanent.
The Walton Centre NHS Foundation Trust is the lead provider for Spinal Services within the Cheshire and Merseyside region. The post holder will be working within the Spinal Secretary team within the Neurosurgery Division.
The post holder will provide a comprehensive secretarial service to the Consultant and Clinical Team. They will be expected to work with minimum supervision, be organised, able to prioritise, work under pressure and use own initiative.
The post holder will also be required to work as part of a team, be flexible and help to cover during times of absence to ensure smooth running of services.
Main duties of the job
Accurately transcribe, using the Trust digital dictation system, with knowledge of medical terminology, all correspondence to GPs, internal Consultants, other hospitals and outside agencies relating to the patient pathway.
Ensure waiting lists (inpatient, suspended and follow up) are validated on a regular basis, kept accurate and up-to-date, ensure appointments and admissions are in conjunction with RTT pathways.
Schedule and book follow up appointments as required as well as patient admissions, re-arrange cancellations liaising with bed managers as required.
Manage patient related queries/problems by telephone or face to face.
Undertake any other duties which may reasonably be expected of the incumbent to ensure smooth running of the consultants practice.
About us
The Walton Centre
NHS Foundation Trust is the only NHS trust to hold dual accreditation for the
Investors in People we invest in people and we invest in wellbeing
standards and has been awarded Gold status for both. The
Walton Centre is a leader in the treatment and care of neurology and
neurosurgery, placing the patient and their family at the heart of everything
we do. As the only specialist hospital trust in the UK dedicated to providing
comprehensive neurology, neurosurgery, spinal and pain management services we
are proud to be rated as an Outstanding Trust by the Care Quality Commission
(CQC), and champion change throughout the field of neuroscience. Originally
formed in 1992, the Trust received Foundation Trust status in 2009.
With
around 1,450 staff, The Walton Centre treats more than 127,000 outpatients and
18,000 inpatients each year. We have leading specialists and incredibly
dedicated staff delivering excellent clinical outcomes for brain, spinal and
neurological care nationally and internationally. Teams across our site in
Fazakerley, Liverpool, offer a world-class service in diagnosing and treating
injuries and illnesses affecting the brain, spine and peripheral nerves and
muscles, and in supporting people suffering from a wide range of long-term
neurological conditions.
Job description
Job responsibilities
Role summary
The post holder will provide a comprehensive secretarial service to the Consultant and Clinical Team. To work with the minimum of supervision in an organised, efficient and effective manner. It is essential that the post holder uses initiative compatible to the role and it is vital that confidentiality is maintained at all times.
This post demands a high level of responsibility within the remit of patient care. Accurate record keeping and confidentiality are paramount in this position.
Key responsibilities
To ensure a comprehensive secretarial service within the Trust, maintaining quality standards and confidentiality at all times.
Using the Trust digital dictation system, transcribe clinic letters, discharge letters, medical reports, references and general correspondence adhering to confidentiality standards at all times ensuring that clinic letters are sent out within time limits to General Practitioners and other associated professionals.
In the absence of the clerical officer retrieve medical records and investigation results relating to patient/consultant enquiries as required from within the Walton Centre or from other related sources. Ensuring related patient notes/results are filed efficiently and correctly.
Book patient follow appointments as required and ensure all appointment outcomes are recoded on the Trust PAS system in a timely manner
Schedule and book patient admissions and re-arrange cancellations liaising with bed managers as required.
In the event of a patient/hospital cancelling an admission date, contact and liaise with the
patient directly by phone to organise a further date.
On a weekly basis admission/operation lists are sent manually and electronically to the necessary departments within a reasonable time limit.
Provide information and advice with regard to the booking of admissions and appointments. The partial booking system of patients should be adhered to, in order to provide choice for patients. Domiciliary visits to be arranged as required by the consultant.
Organisation of urgent appointments for rapid access clinics including short notice return appointments.
To assist as required with the booking and administration of the Emergency Clinic, contacting patients by telephone and ensuring the typing of letters and the booking of investigations.
Dealing with patient related queries/problems by telephone or face to face.
Ensure that Waiting lists, RTT PTL lists, Suspended outpatient lists etc. are validated on a regular basis and kept accurate and up to date.
Organisation of the consultants diary both manually and electronically, including booking of consultants annual leave.
Secretaries when required are responsible for taking and transcribing minutes of meetings and responsible for distribution of paper work in a timely manner, organising a venue, refreshments and equipment as required.
Secretaries are responsible for ensuring referrals are dealt with by Consultant promptly and once prioritised passed to Patient Access Centre. Secretaries are required to contact the patient for short notice appointments.
Ensuring effective dealing with any post received in the department.
Liaise with colleagues, Clinicians, Divisional Management Teams, Patients, Relatives and carers, PAC, Medical Records, Satellite staff, GPs and Ambulance Services.
Ensure good communication is maintained locally, across the Trust, to promote teamwork and with other staff whom they contact during their daily duties.
Job description
Job responsibilities
Role summary
The post holder will provide a comprehensive secretarial service to the Consultant and Clinical Team. To work with the minimum of supervision in an organised, efficient and effective manner. It is essential that the post holder uses initiative compatible to the role and it is vital that confidentiality is maintained at all times.
This post demands a high level of responsibility within the remit of patient care. Accurate record keeping and confidentiality are paramount in this position.
Key responsibilities
To ensure a comprehensive secretarial service within the Trust, maintaining quality standards and confidentiality at all times.
Using the Trust digital dictation system, transcribe clinic letters, discharge letters, medical reports, references and general correspondence adhering to confidentiality standards at all times ensuring that clinic letters are sent out within time limits to General Practitioners and other associated professionals.
In the absence of the clerical officer retrieve medical records and investigation results relating to patient/consultant enquiries as required from within the Walton Centre or from other related sources. Ensuring related patient notes/results are filed efficiently and correctly.
Book patient follow appointments as required and ensure all appointment outcomes are recoded on the Trust PAS system in a timely manner
Schedule and book patient admissions and re-arrange cancellations liaising with bed managers as required.
In the event of a patient/hospital cancelling an admission date, contact and liaise with the
patient directly by phone to organise a further date.
On a weekly basis admission/operation lists are sent manually and electronically to the necessary departments within a reasonable time limit.
Provide information and advice with regard to the booking of admissions and appointments. The partial booking system of patients should be adhered to, in order to provide choice for patients. Domiciliary visits to be arranged as required by the consultant.
Organisation of urgent appointments for rapid access clinics including short notice return appointments.
To assist as required with the booking and administration of the Emergency Clinic, contacting patients by telephone and ensuring the typing of letters and the booking of investigations.
Dealing with patient related queries/problems by telephone or face to face.
Ensure that Waiting lists, RTT PTL lists, Suspended outpatient lists etc. are validated on a regular basis and kept accurate and up to date.
Organisation of the consultants diary both manually and electronically, including booking of consultants annual leave.
Secretaries when required are responsible for taking and transcribing minutes of meetings and responsible for distribution of paper work in a timely manner, organising a venue, refreshments and equipment as required.
Secretaries are responsible for ensuring referrals are dealt with by Consultant promptly and once prioritised passed to Patient Access Centre. Secretaries are required to contact the patient for short notice appointments.
Ensuring effective dealing with any post received in the department.
Liaise with colleagues, Clinicians, Divisional Management Teams, Patients, Relatives and carers, PAC, Medical Records, Satellite staff, GPs and Ambulance Services.
Ensure good communication is maintained locally, across the Trust, to promote teamwork and with other staff whom they contact during their daily duties.
Person Specification
Qualifications
Essential
- RSA III
- Word Processing skills
- Audio tying skills
- ECDL
Desirable
- Previous experience as a Medical Secretary
- Shorthand skills
- Amspar Diploma
Experience
Essential
- Self-motivated and able to work with no / limited supervision
- Able to use personal initiative when prioritising workload
- Excellent IT skills
- Ability to maintain accurate patient information
- Ability to adhere to the Data Protection Act and national / local guidelines concerning patient confidentiality
Desirable
- Knowledge of hospital PAS system
- Knowledge and experience of medical terminology
Skills & Attributes
Essential
- Excellent communication skills
- Ability to touch type
- Ability to communicate effectively with patients, relatives, associated professional staff and management
- Ability to work as part of a team
- Willingness to undertake further training as required
- Able to comply with the Trust No-Smoking Policy
- Ability to withstand pressure of work
- Able to work flexibly to achieve the hours and duties required within the post
Person Specification
Qualifications
Essential
- RSA III
- Word Processing skills
- Audio tying skills
- ECDL
Desirable
- Previous experience as a Medical Secretary
- Shorthand skills
- Amspar Diploma
Experience
Essential
- Self-motivated and able to work with no / limited supervision
- Able to use personal initiative when prioritising workload
- Excellent IT skills
- Ability to maintain accurate patient information
- Ability to adhere to the Data Protection Act and national / local guidelines concerning patient confidentiality
Desirable
- Knowledge of hospital PAS system
- Knowledge and experience of medical terminology
Skills & Attributes
Essential
- Excellent communication skills
- Ability to touch type
- Ability to communicate effectively with patients, relatives, associated professional staff and management
- Ability to work as part of a team
- Willingness to undertake further training as required
- Able to comply with the Trust No-Smoking Policy
- Ability to withstand pressure of work
- Able to work flexibly to achieve the hours and duties required within the post
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
