Overview
To provide a comprehensive service to the consultants and speciality teams with the minimum of supervision. Organise your own workload and co‑ordinate activities with other medical secretaries to ensure that an efficient service is provided. It is essential that you show initiative commensurate with the role and that confidentiality is maintained at all times. Ensure cross‑cover working where possible.
The post holder will be responsible for producing accurate clinical and general correspondence, frequently transcribing complex and sensitive medical terminology from audio dictation. In addition to administrative duties, you will handle telephone enquiries from patients who may be anxious or distressed, demonstrating empathy and professionalism while managing contentious and sensitive situations with discretion.
Responsibilities
* Provide a comprehensive service to consultants and speciality teams including nurse practitioners/clinicians.
* Keep the diary up to date, arrange appointments.
* Manage and maintain 18‑week pathways including tertiary referrals to external trusts, and ensure these are accurately recorded on the PAS system. Keep track of referrals to ensure patients are reviewed promptly and follow‑up appointments are arranged in conjunction with the Referral to Treat (RTT) patient pathway.
* Mentor, train and supervise relevant staff as required. Deal with annual leave requests and sickness absence return‑to‑work interviews.
* Ensure appropriate personnel are informed of consultant annual leave / study leave.
* Type dictation from audio transcription of clinical correspondence and documentation. Type discharge summaries as appropriate.
* Check clinical letters to ensure appropriate follow‑up arrangements or investigations are in place; rectify if not.
* Work from initiative using your own judgement, acquired knowledge and tact to deal with queries, resolve situations or refer to the appropriate person.
* Deal with enquiries either on the telephone or face‑to‑face from patients, consultants, junior doctors and colleagues in an appropriate manner.
* Ensure all correspondence relating to patient care is acted upon in a timely manner.
* Accurately check patient demographics using the Patient Administration System (PAS), including the registration screen, ensuring patient details are correct, and tracking case‑notes.
* Work as part of a team, promote effective flows in the department to cover leave and ensure the office runs smoothly.
* Train new and junior members of the team within your own work area as required by the line manager.
* Attend appropriate training and education sessions at the request of the manager.
* Perform general office duties, including incoming and outgoing mail, e‑mail and photocopying.
* Collaborate with managers to review working practices, ways of working and find solutions to problems.
* Implement policies and procedures for your own area.
* Record and input data onto databases and systems as appropriate.
* Work in a flexible manner in accordance with Trust Policy, and check flexi‑time sheets for medical secretaries.
* Perform any other duties required by the line manager.
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