Medical Secretary - Diabetes and Endocrinology | Great Western Hospitals NHS Foundation Trust - Swindon - ref. m48325915

An exciting opportunity has arisen within the Division of Medicine for a experienced Medical Secretary to join our team.

Working as part of the Medical Specialities team within Diabetes and Endocrinology, you will provide a full and efficient secretarial service to the Directorate in support of the work of Consultants and other Clinical Staff and the Clinical Lead to maximise patient care.

The post is part of a team comprising of Medical Secretaries and Typing Clerks. The candidate should also demonstrate a willingness to contribute to the team objectives of the department in providing a high quality service and support Typing Clerks and new staff as required.

1. A strong understanding of Diabetes and Endocrinology from a medical point of view and ensure that you understand the area in which you are working.
2. Opening, sorting and prioritising incoming mail for the department and managing files to marry up with incoming correspondence.
3. Logging of incoming phone calls; responding to those not requiring input from colleagues and passing messages to other professionals as appropriate. Dealing sympathetically and politely with all telephone callers.
4. Using in depth working knowledge of service, conditions and related terminology to advise (in a nonmedical capacity) patients in order to field simple queries away from consultants and answer/action where possible. E.g. explaining what a short synacthen test is, letting them know how to obtain dates for planned scans, explaining what a virtual clinic is and how that works, explaining agranulocytosis procedure, letting them know how to carry out 24 hour urine collection etc.
5. Type letters and other patient related documentation. Ensuring that all work leaving the department is of the highest quality in terms of presentation and layout and is dispatched within agreed timescales or delegating ad hoc typing requests appropriately to support typists when there are conflicting time pressures.
6. Ensure all investigatory results are seen promptly by the Consultant referring for test, or agreed member of team during periods of leave, and processed accordingly.

Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.”

1. To provide an administrative service to nominated medical staff as required (e.g. diary management, computerised and hard-copy filing systems, calling patients on request, liaising with records department and external hospitals to chase documentation).
2. Replenishment of consultant rooms, chasing orders of blood and urine forms, steroid cards and other testing documents ready for the consultant including printer paper.
3. Familiarisation of department SOPs and keeping abreast of departmental changes, updating SOPs where necessary.
4. Preparing “virtual clinic” packs of patient queries/reviews and external queries to match Careflow virtual clinic lists in order for consultants to review patient cases.
5. Ensuring all leaflets/blood forms etc are enclosed when sending any attachments with the correspondence.
6. When required, download outsourced typing from DICT8 and copy/paste into Careflow to then be checked by consultants and letters sent out to patients when approved.
7. Upload external documentation to Careflow in a timely manner and ensure consultant is notified of incoming documentation.
8. To actively take part in the Choose and Book/ ERS referral service daily. Accurately processing and logging GP endocrine referrals and handing to consultants on rota basis.
9. Ensuring all tertiary referrals are recorded on the correct departmental spreadsheet for team clarification.
10. Receive, process and log all internal endocrine referrals appropriately and hand to triaging doctor on rota basis.
11. Chasing clinic notes at short notice of templates going on. Liaising with health records, notes room and nurses station making sure consultant have clinic notes on time for short notice clinic.
12. Receive and process diabetes referrals daily into single point triage folder accessible to community diabetes triaging consultants for review on a weekly basis.
13. Support clinical psychologist and referrals, admin for them.
14. Upload PCN IDT MDT documents to Careflow when emailed by community diabetes nurses on a weekly basis.

Full duties can be found on the attached Job Description

This advert closes on Monday 14 Oct 2024