Medical Secretary / PA

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES:

Provide a full PA service for consultant(s) teams, to ensure new referrals are triaged in a timely manner, that appointments are made within agreed timescales to meet targets and that information is readily available to support the patient pathway.

Delegate duties to appropriate team members to ensure workflow is maintained.

Liaise with MDT Co-coordinators to ensure patients are reviewed in a timely manner to meet clinical needs. Ensure all relevant information is available for multi-disciplinary meetings for your team. Co-ordinate case notes and reports where necessary.

Ensure investigations are managed in accordance with the results acknowledgement procedure ensuring close liaison with medical staff to ensure clinical results are reviewed and actioned.

Contribute to the compliance of all patient pathway targets, liaising with patient trackers as appropriate.

Organise and schedule meetings and maintain an up to date diary for appointments, meetings, interviews and travel arrangements.

Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference.

Answer written and verbal enquiries from patients/relatives, referring enquiries to consultant(s) only when necessary.

Deal with stressful phone calls in a professional manner which can be emotional and of a sensitive nature from relatives/patients.

Organise admissions and accurate inputting of patient data onto the Theatre computer system (Medway) as appropriate.

Contribute to the appropriate management of the waiting list.

Liaise with internal and external departments to arrange clinical investigations and procedures.

Type clinical correspondence and annotations, ensuring compliance with turnaround time targets.

Liaise with patients involved in trials undertaken by the team, co-ordinating all necessary information between patients, hospital and organising bodies.

Ensure accurate input of patient details when entering data onto information databases and Patient Administration System (Medway) including routine use of the case note tracking system.

Oversee receipt of new patient referrals, to ensure these are triaged and appointed within appropriate timescales and ensure appointment or admission is arranged as necessary.

Liaise with medical staff with regards to annual leave, to ensure clinics are reduced, suspended or cancelled as necessary in order that clinics are managed effectively and appropriately staffed.

Liaise with secretarial colleagues when booking annual leave to ensure this is in accordance with Annual Leave Procedure and does not compromise the secretarial service.

Contribute to the training of new members of staff within a given area as required.

Provide information required to support the investigation of litigation cases.

Provide statistical information to the Information Department as required.

Ensure case notes are kept up to date and that all investigations and other material (outside notes and films) are available for clinic appointments/admissions.

Work with Clinicians, Managers and Administration staff to review working practices, identify new improved ways of working and find solutions to problems.

Work with Divisional Managers to improve quality and range of services, with resources being managed according to agreed policies and priorities.

Processing incoming correspondence and distributing to appropriate areas, including charitable donations.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.

RISK MANAGEMENT

It is a standard element of the role and responsibility of all staff of the Trust that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards.

Person Specification

Qualifications

Essential

• Secondary-level education GCSE Maths and English at C-grade or above, or equivalent
• RSA/OCR typing/text transcription Stage III or equivalent experience

Desirable

• Evidence of additional relevant qualifications
• AMSPAR Full Diploma or equivalent qualifications
• European Computer Driving Licence or equivalent

Experience

Essential

• Previous medical secretarial experience
• Experience of hospital administration system (PAS or equivalent)
• Experience of working with IT office packages

Desirable

• Previous medical secretarial experience in a hospital environment

Skills

Essential

• Audio / copy typing
• Word-processing - ability to produce accurate, well presented work
• Organisational abilities to work to tight deadlines
• Excellent communication skills

Desirable

• Medical Shorthand

Knowledge

Essential

• Sound knowledge of medical terminology

Values

Essential

• Ability to demonstrate the organisational values and behaviours

Other

Essential

• Ability to work under pressure
• Ability to work as part of a team
• Able to use own initiative
• Reliability & confidentiality
• Ability to work flexibly

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

The Christie NHS FT

Address

Surgery - E00350

Manchester

M20 4BX

Employer's website

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