Medical Secretary

Job description

Job responsibilities

To produce accurate, high quality medical correspondence, often of a distressing and emotional nature, including letters, Mental Health Act reports, memoranda and other documents, many of which are non-routine, as required using audio/copying typing and word processing systems.

To develop and create reports using computer software.

Use own initiative to organise, prioritise and co-ordinator workload ensuring that deadlines are met.

There is often a need for prolonged concentration when producing reports etc, to meet deadlines. Work is often interrupted and can be unpredictable due to the nature of the client group.

Handle incoming and outgoing telephone calls to the consultant in a polite and efficient manner. Receive and deal with telephone enquiries, responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable clients and carers. Maintain strict confidentiality at all times.

Record accurate messages and follow them up appropriately.

To deal face to face with clients seeking further help/information and to be aware of the needs of service users and deal in an appropriate manner with the users who are occasionally hostile, abusive and aggressive.

Deal with queries raised by patients, relatives, GPs or other healthcare professionals internally and externally to the hospital. These are often of a non-routine nature and involving complex issues such as medication and other clinical treatments, where there are barriers to understanding due to the nature of the client group.

To maintain diaries, electronic and paper, to both maximise and ensure most effective user of consultants and junior team members times. Arrange appointments and meetings. Ability to deal with short notice planning and last minute changes.

Receiving, prioritising and organising appropriate action/distribution of incoming and outgoing mail (including e-mail).

Maintain all case notes to provide a full and accurate record of the patients clinical progress. Have in place an efficient case note tracking system.

To be a point of contact for referral into the service, registering onto Trust Clinical Systems and organising appointments for initial assessments within NHS timescales. Actively implementing the partial booking system on the Access, Booking and Choice database for new referrals from GPs where appropriate.

Filing reports, clinic/discharge letters, patients correspondence ensuring correct action undertaken where appropriate.

To arrange outpatient appointments where required ensuring all referrals are appropriately actioned within the Trusts Outpatient and Waiting List Policies.

Record discharge data in accordance with Trusts Policy. Provide clinical coders with diagnostic information from the discharge summary. To ensure that outpatient appointment is arranged when a patient is discharged from the wards.

Supervise Clerical Assistants work when pertinent to the post-holders Consultant (if applicable to the Team Structure).

Use of Clinical Systems as regards functions that have been assigned to the post.

Photocopying, fax and shred as required.

Recognise the importance of maintaining strict confidentiality in respect of information regarding patients and adhere to the Data Protection Act.

Advise and assist junior medical staff within the Consultants team to enable them to settle into their posts smoothly.

Clinical Audit provide and assist in the provision of medical audit data.

Be aware of security systems provided on site for workers.

Introduce and implement new policies in relation to the smooth running of the medical secretarial department and the consultants team.

To comply with Health and Safety Policies, reporting all accidents and incidents to the appropriate manager.

Participate in the supervision and appraisal process as necessary.

Person Specification

Qualifications

Essential

• GCSE or equivalent in English Grade A-C or 9-4 or level 2 Literacy.
• RSA III Typing and Audio or equivalent
• ECDL or equivalent
• NVQ 4 Business Administration or equivalent

Desirable

• AMSPAR
• Medical Terminology Certificate or experience

Experience

Essential

• Ability to take and produce formal minutes of a variety of meetings in both face to face settings and remotely
• Substantial experience in a Secretarial role

Desirable

• Experience of people with mental health problems
• Experience of working as part of a team in a busy office
• Diary Management including electronic diary management
• Previous experience in a medical or NHS setting

Skills

Essential

• Excellent organisational skills
• Ability to accept and manage change
• Must be reliable and to work under pressure and deadlines under own initiative
• Good time management skills and able to prioritise workload
• Approachable, adaptable and flexible
• Customer focused and self-motivated
• Good communication skills ensuring that service users, staff and carers are treated in a polite and efficient manner, using tact and confidentiality at all times.

Desirable

• Experience in a wide range of IT systems including Microsoft Teams and Rio

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.

Employer details

Employer name

Lincolnshire Partnership NHS Foundation Trust

Address

Witham Court

Fen Lane

Lincoln

LN6 8UZ

Employer's website

https://www.lpft.nhs.uk/ (Opens in a new tab)