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
Maintain accurate 18 week referral to treatment (RTT) pathway for patients. The role will include data cleansing by identifying inaccuracies, inconsistencies and gaps in data records for patients on an 18 week pathway.
* Transcription and production, from digital dictation, 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. Ensure that pts are discharged on the Cerner system when appropriate
- 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.
Working for our organisation
East Lancashire Hospitals NHS Trust (ELHT) was established in 2003 and is a large integrated health care organisation providing high quality acute secondary healthcare for the people of East Lancashire and Blackburn with Darwen.
We employ 10,000 staff, some of whom are award winning and internationally renowned for their work and achievements. We treat over 700,000 patients a year from the most serious of emergencies to planned operations and procedures. Our high quality healthcare services are offered across five hospital sites and various community sites.
Our objectives and values
At ELHT our objectives are to:
* Put safety and quality at the heart of everything we do
* Invest in and develop our workforce
* Work with key stakeholders to develop effective partnerships
* Encourage innovation and pathway reform, and deliver best practice
Our values are:
* Put patients first
* Respect the individual
* Act with integrity
* Serve the community
* Promote positive change
Detailed job description and main responsibilities
* Transcription and production, from digital dictation, 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. This may include correspondence that is time-sensitive (such as complaints) ensuring information is dictated and typed within any designated time limits. Type medico-legal summaries, maintain medico-legal files and liaise with legal department in respect of medico-legal cases
- 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
- Process health records of patients discharged from hospital/check discharges on Cerner, where standard letters have been generated at ward level, ascertain from case-notes/Cerner whether any supplementary letter/action is required and deal with appropriately. Ensure that follow up appointments or referrals to other specialties are arranged where necessary. Ensure that relevant investigation results received after patient’s discharge are communicated to GP where appropriate, particularly where treatment may be required.
- Provide appropriate cover by operating a “buddy” system for colleagues during periods of absence to ensure effective cross-cover is maintained within the directorate. .
- To be the primary contact for patients under designated consultants. To communicate effectively and professionally, giving reassurance, information or advice appropriately
- 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 enquires, 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/Booking office 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
- Generate correspondence and take appropriate action, in line with Trust ABC policy, in respect of patients who fail to attend (DNA).
- Ensure that referrals are dealt with in accordance with Consultant’s guidelines and/or departmental or Trust protocols.
- Make arrangements for Consultants 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 take and transcribe minutes of clinical or non clinical meetings at the request of Consultant or Departmental Manager.
- 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.
Person specification
Education
Essential criteria
* GCSE English pass grade 4 or above
* RSA/OCR typewriting/audio typewriting or equivalent level of skill
Desirable criteria
* AMSPAR qualification
* ECDL
Job Experience
Essential criteria
* Medical secretarial experience/secretarial experience in a care environment
* Knowledge of medical terminology
Desirable criteria
* AMSPAR qualification
Personal Qualities
Essential criteria
* Proven communication skills
* Ability to adapt to the changing needs of service
* Ability to understand and comply with detailed procedures
* 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