We are looking for a Medical Secretary to provide an efficient and effective, high quality secretarial service through coordination of referrals and administration across elective services. This will involve co-ordination of referrals, word processing and audio typing of letters, reports and medical correspondence using set procedures and maintaining high quality standards throughout. In this role you will act as the first point of contact on behalf of the team, receiving telephone calls, emails, and personal callers, responding efficiently and promptly to queries, or re-directing to the appropriate person/department. You will organise and prioritise diary appointments, re-arranging, when necessary, to take account of more urgent meetings/patient appointments as they arise ensuring all relevant departments/team members are made aware.
* Maintaining a system to keep track of outstanding actions/investigations.
* To maintain effective communication with patients and staff, including those aspects which lie outside of Lymington New Forest Hospital.
* Working with a minimum of supervision and providing support and supervision to administrative colleagues.
* Receiving referrals via post, email, ERS, verbally and acknowledging receipt.
* Ensuring triage of referral is completed daily.
* Uploading of triaged referrals to appropriate systems.
* Checking that all patient details/demographics are correct.
* Ensuring booking of appointments done in a timely manner, confirming with patient by phone and letter, given the vulnerable nature of some patients.
* Preparing patient notes, where appropriate.
* Transcribing and producing a range of documents, as dictated by the clinician, some of which may be of a confidential/sensitive nature.
* Negotiating with patients, families, and clinicians.
* Respond to routine communications (including letters, memos, and emails) where possible, initiating routine correspondence, eg. GPs/other health professionals/Social Services/patients.
* Maintain strict control of any confidential paperwork and files.
Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives. Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person’s care. We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson’s Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support. Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence.
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