Colorectal Medical Secretary
This job description reflects the present requirements and objectives of the post. As the duties of the post change and develop, the job description will be reviewed and will be subject to amendment, in consultation with the post holder.You are required to disclose any additional work you undertake or are planning to undertake for another employer.
Work is managed rather than supervised. Act independently to plan, manage and prioritise own workload Knowledge and understanding through experience of sound office and secretarial practices. To organise and manage an efficient/effective filing system, thus ensuring all office practices are up-to-date and functional.
Photocopying of relevant information Extensive key board skills including, touch and audio typing. Knowledge of software programmes (Microsoft Word, Outlook and hospital database). Appropriate knowledge and understanding of medical terms and procedures To provide the first point of contact for all written and telephone enquires on behalf of the Consultant and his/her team, using judgement to establish validity and priority of the contact Endeavour to meet urgent deadlines e.g. Complaints, police reports, medical reports and other external organisations, ensuring patient confidentiality is maintained To carry out reasonable requests made by the Consultant and Line Manager to whom you will be responsible To deal with telephone calls, faxes, emails and take appropriate action as required.
Provide non-clinical information to patients about admissions and appointments. Reassuring patients who are worried about test results Telephone calls should be dealt with in a sensitive and tactful manner especially when liasing with distressed, angry or confused patients/relatives On receipt of test/investigation results, retrieve relevant patients notes and alert Consultant/Consultants team of any urgent or abnormal test results ensuring that relevant action is taken Ensure that results and correspondence are up-to-date in the notes as far as is practicable To ensure that all correspondence produced by the Department, including clinic letters, discharge summaries and administrative letters are typed and dispatched promptly to the referring Consultant/GP.
This may involve reading reports over the telephone Act independently to sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the Consultant and which may be passed directly to other areas for action and information, thus using own initiative Obtain and collect hospital case notes and x-rays as requested by consultant and team and use Evolve electronic patient record as required to fulfil duties effectively Frequently utilise iPM for patient enquiries and data entry.
This includes transferring notes using PDT, searching for personal patient information and results and ensuring that patient information is kept up to date when advised of change Order and maintain non stock equipment and stationary for the office To make appointments, maintain diary and manage arrangements within the office for Consultant.This will necessitate the post holder being able to prioritise certain areas of the Consultants time Provide statistical information as required Notify relevant departments of Consultant/Junior Staffs annual/study leave and any changes to his/her outpatient clinics or theatre schedules To provide information for the Clinical Coding Department.
This will include liasing with the Consultant and Clinical coders and the provision of information to that Department when queries arise To liase, when necessary, with Clinic Clerks in advising patients of appointments To ensure referrals from other Consultants and GPs are dealt with in a prompt manner Organise and support (including minute teaking) regular/ad hoc meetings as required.
Ensure relevant equipment for meetings is available and order food if necessary Assist colleagues in providing a reasonable level of cover for the work of absent secretaries when necessary Liase with other hospitals regarding referrals and appointments Retrieve, type, prioritise order and distribute theatre lists to all relevant departments/staff.
Liasing with staff and arranging emergency operative procedures added to theatre list at short notice. Communicating accurate information to the admissions department regarding the patient and their surgical procedure To liaise with patients and/or medical and nursing staff to arrange transport when required Concentration is required when transcribing a tape, typing a complicated medical document, or arranging admission/appointments.
There are frequent interruptions by the telephone and/or staff entering the office to make inquiries, but these do not cause a change of task Dealing with verbally aggressive patients seeking information about pending appointments etc.