Job summary
To contribute to the provision of health care to the people of the Merthyr, Cynon and Rhymney, Rhondda Cynon Taff and Bridgend valleys by providing confidential and comprehensive secretarial service to the consultant and associated team within the consultant's speciality.
Following appropriate systems, procedures, policies and processes, ensuring efficient and accurate typing skills are performed and that timely communication is carried out to allow the patients to experience a smooth journey at all times.
Assist the consultants' secretaries within the Dermatology Department by providing direct support within the consultants' medical teams.
Key duties include :
Routine typing/audio typing of clinical correspondence.
Managing Consultants' diaries, prioritising results, organising clinical activity.
Liaising with patients, GP's and outside Health Boards to provide treatment and care.
English and/or Welsh speakers are equally welcome to apply.
Main duties of the job
Communicate with Clinicians, patients, nurses, managers, administrative staff, relatives, GPs', Pharmaceutical Representatives and other Health Boards. Good interpersonal skills at all levels, which may involve complex or sensitive information.
Play a supportive role within the running of the Dermatology medical team. With experience, anticipate problems on any urgent issues recognise within the Dermatology Department and take necessary action to solve these problems using their own initiative.
Receive, open and post all departmental mail. Carry out any necessary tasks generated by such mail, e.g. draw to the attention of Consultant, telephone the writer, etc send any faxes, adhering at all times to both the Data Protection Act and Health Board policies in accordance with confidentiality.
Deal sensitively with patients/relatives/members of the public presenting in the department or on the telephone with a query or complaint. You should have the ability to defuse informal complaints and know the procedure of forwarding the complainant in the right direction. Depending on the enquiry, reassure patients, seek advice and always record the time, date and nature of the call.
Liaise effectively with other internal departments e.g. Wards, Medical Records and Radiology. Where necessary deal with enquiries arising from clinics.
About us
Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf.
We live by our core values:
- We listen, learn and improve
- We treat everyone with respect
- We all work together as one team
We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve.
Job description
Job responsibilities
The purpose of this post should remain constant but the duties and responsibilities may vary over time within the overall role of the post.
Arrange clinic appointments outside normal Medical Record System, liaise with patients.
Retrieve, receive and return case notes (to allow this to be managed efficiently the use of WPAS is paramount).
Ensure that investigation results are signed by doctors before filing. Monitor patients notes to ensure all investigation results are received.
Assist the consultants secretaries within the Dermatology department by providing direct support within the consultants dermatology teams.
Identifying, allocating date and contacting patients. Up-dating patient information system and collecting patient case notes.
Take abnormal investigation results over the telephone from Path Lab name of secretary taking said results is requested and recorded: process investigation results; in the event of abnormal results it would be necessary to inform the Consultant or senior member of the medical team. Carry out any instructions given in regard to same (e.g. arrange admission, B/F OPD appt).
Using advanced keyboard skills and medical terminology Type and process the following:
Clinical letters/follow up letters
Discharge summaries
Medical/legal/complaint reports
to patients GP following outpatient clinic, to other NHS Departments, Health Board management and outside Agencies follow-up on verbal instructions given on tape, ensure a copy of the letter is filed in the patients notes, ensure notes are tracked and returned to main file.
Provide general non-clinical advice to patients/relatives/carers.
Follow Health Board/statutory policies and procedures in the safe storage of information, i.e. Caldicott confidential patient information.
Follow Health Board policies and procedures in the use of Information Technology security.
Assist with implementation of secretarial/ administrative policies for own area.
To ensure maintenance of adequate levels of stocks of stationery, participating in Departmental procedures for ordering.
Cover during the absence of colleagues; in the event of other medical secretaries being absent, it is important that the secretary keeps abreast with other colleagues methods and process of working so an efficient and effective service will be maintained during this time.
Job description
Job responsibilities
The purpose of this post should remain constant but the duties and responsibilities may vary over time within the overall role of the post.
Arrange clinic appointments outside normal Medical Record System, liaise with patients.
Retrieve, receive and return case notes (to allow this to be managed efficiently the use of WPAS is paramount).
Ensure that investigation results are signed by doctors before filing. Monitor patients notes to ensure all investigation results are received.
Assist the consultants secretaries within the Dermatology department by providing direct support within the consultants dermatology teams.
Identifying, allocating date and contacting patients. Up-dating patient information system and collecting patient case notes.
Take abnormal investigation results over the telephone from Path Lab name of secretary taking said results is requested and recorded: process investigation results; in the event of abnormal results it would be necessary to inform the Consultant or senior member of the medical team. Carry out any instructions given in regard to same (e.g. arrange admission, B/F OPD appt).
Using advanced keyboard skills and medical terminology Type and process the following:
Clinical letters/follow up letters
Discharge summaries
Medical/legal/complaint reports
to patients GP following outpatient clinic, to other NHS Departments, Health Board management and outside Agencies follow-up on verbal instructions given on tape, ensure a copy of the letter is filed in the patients notes, ensure notes are tracked and returned to main file.
Provide general non-clinical advice to patients/relatives/carers.
Follow Health Board/statutory policies and procedures in the safe storage of information, i.e. Caldicott confidential patient information.
Follow Health Board policies and procedures in the use of Information Technology security.
Assist with implementation of secretarial/ administrative policies for own area.
To ensure maintenance of adequate levels of stocks of stationery, participating in Departmental procedures for ordering.
Cover during the absence of colleagues; in the event of other medical secretaries being absent, it is important that the secretary keeps abreast with other colleagues methods and process of working so an efficient and effective service will be maintained during this time.
Person Specification
Qualifications and/or Knowledge
Essential
- RSA III in word processing or equivalent/NVQ Excellent standard of education
- Knowledge of Health Board's WPAS system and tracker/Radis
Desirable
- knowledge of medical terminology
Experience
Essential
- Previous experience as an assistant medical secretary or similar role
- Working using own initiative and as part of a team
Desirable
- Working with multi-disciplined colleagues in a busy environment
Values
Essential
- Adaptable and flexible to the needs of the service
- Organised
Person Specification
Qualifications and/or Knowledge
Essential
- RSA III in word processing or equivalent/NVQ Excellent standard of education
- Knowledge of Health Board's WPAS system and tracker/Radis
Desirable
- knowledge of medical terminology
Experience
Essential
- Previous experience as an assistant medical secretary or similar role
- Working using own initiative and as part of a team
Desirable
- Working with multi-disciplined colleagues in a busy environment
Values
Essential
- Adaptable and flexible to the needs of the service
- Organised
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.
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. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
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. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
