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Medical Secretary
The closing date is 05 August 2025
The role of the Medical Secretary is to work closely with clinicians and Service Managers to ensure that all patients are effectively managed. The post holder will be required to act as a flexible administrative resource actively supporting patient improvement projects. The post holder will have direct patient contact working with the wider multidisciplinary team to ensure that patient care is coordinated and delivered with minimal difficulty, with a good understanding of the RTT pathway.
PREVIOUS APPLICANTS NEED NOT APPLY
Main duties of the job
* Ensure that the administration of the department is efficient and responsive, dealing with queries and day-to-day issues.
* Deal with non-clinical queries from patients, carers, GPs, and admin & clerical team members.
* Use the Trust's transcription system to type letters, ensuring timely processing of complex and sensitive information.
* Liaise with patient records staff, clinical colleagues, other admin teams, and organizations to ensure all medical notes, referral letters, results, and discharge summaries are available for outpatient appointments.
* Contact patients to offer appointment options and confirm admission dates.
* Maintain a good understanding of 18-week RTT pathways.
* Provide weekly updates to Service Managers regarding pathway delays or breaches.
* Schedule outpatient appointments efficiently.
* Establish and maintain strong communication with the clinical team.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a population of around 700,000 across Bedfordshire and surrounding areas, with key services including A&E, maternity, and paediatrics. We are committed to high-quality staff training and delivering excellent patient care using the latest clinical knowledge and technology.
Our value
We recruit based on qualifications and behaviors aligned with our core values, promoting equality, diversity, and an inclusive culture. Please note that vacancies may close early if sufficient applications are received. All new staff undergo a 6-month probation. Travel between hospital sites may be required. Please review all attached documents to familiarize yourself with the job requirements.
Job responsibilities
* Ensure departmental administration is efficient and responsive.
* Handle non-clinical queries from patients, carers, GPs, and staff.
* Use the trust's transcription system for typing and processing letters.
* Coordinate with various teams to ensure availability of medical and referral documents.
* Contact and schedule patients, offering appointment options and confirming admissions.
* Understand 18-week RTT pathways and monitor pathway performance.
* Update Service Managers weekly on pathway status.
* Schedule outpatient clinics effectively.
* Maintain strong communication with clinical staff.
* Monitor and improve the quality of patient pathway data.
* Undertake validation of RTT PTLs and investigate pathway issues.
* Book and manage patient appointments, including cancellations and clinic setup.
* Demonstrate high patient care standards and act as a Trust ambassador.
* Respond promptly to calls and maintain confidentiality.
* Support new staff and prepare clinic-related information.
* Use initiative and IT systems to perform tasks efficiently.
* Assist with patient queries and complaints.
* Perform other duties as appropriate to the role.
Person Specification
Qualifications
* GCSE or equivalent in English and Maths (grades A-C).
* Sound keyboard skills.
* NVQ in administration or equivalent experience.
Experience
* Managing own workload in a fast-paced environment.
* Medical audiotyping experience.
* Using IT systems like IPM, Mediaviewer, Big Hang, ICE.
* Administrative experience within the NHS.
Knowledge
* IT skills and communication skills.
* Understanding of 18-week RTT.
* Knowledge of specific patient pathways.
Disclosure and Barring Service Check
This post is subject to DBS checks as per NHS policy.
Bedfordshire Hospitals NHS Foundation Trust
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