At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work.
Job overview
The overall purpose of the post holder is to provide effective delivery of patient focused health care within key performance targets and provide communication and organisational skills for a designated number of consultant surgeons and their associated medical personnel/teams.
The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills and audio-typing with the ability to prioritise own workload without direct supervision.
Main duties of the job
* Transcription and production, from digital dictation and audio-tape, of typewritten reports/correspondence, using word processing packages, for the medical teams, which may include outpatient reports, detailed discharge summaries, operation notes and other relevant clinical and non clinical correspondence
* Manage patient investigation results effectively including maintaining systems for monitoring and retrieving outstanding investigations and responsibility for chasing up missing/delayed results. Retrieve patient results from ICE/CRIS/message centre systems, ensuring that results are available as soon as possible Check all incoming laboratory/radiology results, ensuring that abnormal results are communicated promptly to appropriate Clinician. Will be required to instigate appropriate referrals to other disciplines in respect of specific abnormalities in line with Departmental protocols. Ensure all reports are seen and signed by Clinician prior to filing in case-notes. Ensure that pts are discharged on the Cerner system when appropriate
* Input and extract date from the Cerner system and other relevant software systems
* Provide adequate cover by operating a link system for colleagues during times of absence to ensure effective cross-cover is maintained within the department
* To be the primary contact for patients under designated consultants and communication effectively and professionally, giving reassurance, information or advice appropriately
Working for our organisation
When you walk through the door, one of the first things you’ll notice is that this Trust is full of talented people. Not just in the fields of medicine, nursing or diagnostics but in every part of the organisation. We are professional and passionate people who are all working together in an open and supportive culture.
We are committed to offering you a rewarding career and ensuring youfeel a part of a flexible workforce that constantly seeks fresh ways of delivering the best care for our patients.
We don’t just look at you for who you are now; we look at you for who you could be in the future. We take training seriously, and encourage you to do the same. As a Trust we want to recruit, develop and retain skilled and motivated people to maintain a high performance culture.
Come and be a part of it!
Detailed job description and main responsibilities
* Receive, manage and prioritise telephone and personal enquires, complaints, messages and information from patients, relatives, General Practitioners, Consultants, other medical staff and external organisations on behalf of Consultant and clinical team. Deal with enquiries relating to the medical and social welfare of patients and relatives in a sensitive manner, referring to medical staff or other Healthcare Professionals where appropriate. Provide empathy and reassurance to patients where necessary. When responding to enquiries, ensure that relevant guidelines or protocols are followed
- Liaise with Admissions Department in respect of patients requiring hospital admission, ensuring that relevant information or instructions are communicated effectively. Ensure that all relevant investigations are available prior to admission and in particular that any problem with the potential to delay admission/surgery is brought to the urgent attention of the relevant clinician/Elective Admissions Dept in line with the Trust’s ABC Policy. On occasion to liaise with or organise input from other Clinicians prior to admission (eg anaesthetic assessment) or to co-ordinate arrangements where procedures require multidisciplinary input.
- Liaise with Reception Staff/Appointments Clerks etc regarding follow up appointments and the management of clinic templates via the booking app Manage the annual/study leave for consultants by ensuring that clinics/theatre lists are cancelled where necessary, and the relevant personnel are notified in respect of Consultant or other medical staff absence. Be aware of access targets and ensure optimum use of vacant or cancelled clinic/theatre slots. Will be required to inform appropriate personnel of cover arrangements for Consultant or other medical staff
- Liaise with diagnostic services in arranging or expediting urgent or routine investigations and/or reports. Actively manage results to ensure patient pathways are maintained in line with 18-week ongoing pathways.
- Retrieve and act upon correspondence received via e-mail. Open and prioritise postal correspondence (which is often of a highly sensitive and confidential nature) on behalf of medical teams ensuring that urgent correspondence receives prompt attention. In the Consultant’s absence, the Medical PA is responsible for ascertaining which correspondence requires referral to an appropriate clinician for urgent attention. May be required to convey clinical/medical information to patients, medical, nursing, pharmacy or other healthcare staff, when instructed by, or with permission of medical teams/Consultant(s)
- Undertake self-supervision and effective self-organisation in terms of:
a) co-ordinating annual and other leave in co-operation with other PA’s,
and with the approval of management;
b)Provide “buddy” cover for those on same banding at times of annual leave or sickness
c)liaising with other clerical staff to ensure fair distribution of work by mutual
assistance;
d)liaising with manager and other PA’s regarding any flexi-time arrangements within the office.
- Co-ordinate arrangements for urgent outpatient appointments/hospital admissions etc - liaising with wards, departments and other agencies as required Ensure that referrals are dealt with in accordance with Consultant’s guidelines and/or departmental or Trust protocols
- Make arrangements for Consultant to attend clinical conferences, seminars or other relevant events, as necessary, which may include booking travel and accommodation, forwarding remittance and arrangements for study leave.
- May be required to produce and circulate duty rotas/departmental contact lists.
- Maintain Consultant’s diary. Keep records of medical staff leave and absence. Book Medical Representative and other non-patient appointments as appropriate.
- Co-ordinate arrangements for relevant clinical meetings, liaising with appropriate disciplines, ensuring that case-notes for discussion are available and that appropriate agendas or case summaries are prepared, produced and circulated as necessary.
- Complete Inter provider Forms (IPT) as and when required.
- Participate in the training and supervision of support staff within secretariat department which will involve planning and allocation of work, and checking of letters produced for accuracy and quality as appropriate
- Undertake all mandatory training and partake in own personal development process, undertaking any relevant training as identified.
Person specification
Education
* GCSE English pass grade 4 or above
* RSA/OCR typewriting/audio typewriting or equivalent level of skill
* ECDL
Job Experience
* Medical secretarial experience/secretarial experience in a care environment
* Knowledge of medical terminology
* Ability to understand and comply with detailed procedures
* Competent medical secretary
* Proven communication skills
* Ability to adapt to the changing needs of service
* Ability to maintain composure and remain calm in challenging, distressing and emotional situations
* Ability to work on own initiative and as part of a team supporting other team members
* Ability to manage priorities under pressure
* Ability to maintain confidentiality
Dear Potential Applicant,
It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust
* Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro‑rata. For posts on Agenda for Change pay‑scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.
* This vacancy may close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.
* Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.
* Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short‑listed.
Disclosure and Barring Scheme (DBS)
If the role you are applying for is identified as either controlled or regulated activity as defined in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained.
The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974.
In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.
The cost of an Enhanced Disclosure will be £55.38 and for a Standard Disclosure will be £27.38.
This cost is not applicable for a Volunteer post
The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first‑class service to the recruitment of people into positions of trust.
We aim to employ a workforce that reflects the diverse communities we serve.
We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background.
We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under‑representation of BAME employees. Appointments will be made on merit.
Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme.
If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible. By telephone 01254 732075 or email admin.recruitment@elht.nhs.uk or write to Employment Services, Parkview Offices, Haslingden Road, Blackburn, BB2 3HH
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