Bank Medical Secretary

Job Title: Bank Medical Secretary Responsible to: Medical Secretary Team Leader Accountable to: Patient Services Manager ABOUT THE HEALTHCARE MANAGEMENT TRUST At the Healthcare Management Trust we are committed to delivering the highest quality healthcare and understand that our well-trained, passionate team of employees lie at the heart of delivering the service our patients and residents expect. Our team of employees share our vision to provide world class healthcare, and we continuously improve the skills within our workforce to ensure we maintain our position within the healthcare sector. We know our team have a wealth of knowledge and experience, and by working together we develop an exciting and innovative workplace. JOB PURPOSE To provide administrative/secretarial support to all Consultants undertaking insured and NHS primary care trust referrals. PRINCIPLE DUTIES 1. To provide a typing service for Consultants who have contracted the Hospital to provide private and NHS secretarial facilities for them and maintaining accurate records. Ensuring invoices are raised for this service in line with the hospitals requirements. 2. To ensure all letters are sent out in a timely manner. 3. To ensure clinic outcomes are recorded accurately. 4. To ensure urgent work is picked up on medical dictation service and dealt with in an appropriate and timely manner. 5. Where appropriate to liaise with medical records, ward clerks, referrals and enquiries and bookings team to ensure patient records, referral letters, discharge summaries where appropriate are correct and up to date. 6. To ensure that patients are dealt with via MDT when highlighted by Consultant and contacting appropriate Team at other Hospital Trusts. 7. To ensure that inter-provider transfers are dealt with in a timely and appropriate manner when highlighted by members of hospital Team/Consultant. 8. To be proactive in ensuring all urgent results are highlighted to relevant Consultant/Department and action is taken on these results. 9. Use IT systems and databases to ensure relevant and accurate information is recorded. 10. To investigate patient DNAs and ensure patient is dealt with in appropriate manner. 11. To communicate cancellations of clinics/theatre/endoscopy to all appropriate teams within the hospital to ensure all cancellations dealt with in timely manner. 12. To open Consultant post daily and deal with in appropriate manner, highlighting anything urgent to relevant Consultant/Team. 13. To type up invoices for Consultants where appropriate (consultations/theatre procedures) 14. Liaising with external agencies (other hospitals, GPs etc) where appropriate 15. To demonstrate excellent customer service care when dealing with patients and/or other external agencies. 16. To promptly deal with telephone enquiries with patients, GPs, patients relatives and other health care professions, taking and relaying messages in a polite, helpful manner and to use tact and empathy as at times you may deal with distressed and anxious patients and to take appropriate action. 17. To deal with complex queries and escalate to appropriate Team Leader. 18. Ensure that all information distributed to patients is accurate and up-to-date. 19. To ensure you maintain all necessary skills and that training is up to date to enable you to fulfil your role within the Hospital. 20. To ensure completion of DATIX when appropriate to do. 21. To update Compucare 8 regarding patient information, e.g. address change, change of GP, telephone numbers etc. 22. To provide an efficient and professional typing service to Consultants caring for NHS/Clinical Commissioning Group patients. 23. Ensuring results that come through are highlighted to Consultants in a timely manner and filed correctly into patient notes. 24. To be proactive in ensuring all urgent results are highlighted to relevant Consultant/Department and action is taken. 25. Ensuring all signed mail is sent out in a timely manner This job description is not exhaustive, although it should be related to your terms and conditions of employment. The job description outlines the current position and will be subject to annual review in the light of developments within the service, in consultation with the post holder. The post holder will be subject to a system of annual performance review and career development. In addition to St. Hugh's Hospital overall responsibility for your health and safety you have a personal responsibility for your own health and safety. As such you are required to inform your line manager of any safety issues that you identify that could affect your or others in the workplace. You must co-operate with management and colleagues at all times in achieving safer work processes and work places, particularly where it can impact on others. GENERAL Equality & Diversity Be aware of the need for personal development and be prepared to attend and undertake any necessary training, and strive to increase personal knowledge. Information Governance All staff have an individual responsibility of creating and maintaining accurate records of their work, and for making entries and managing all patient records effectively in line with the Hospitals legal, regulatory and accountability requirements. Health & Safety To take reasonable care to prevent injury to themselves or others who may be affected by their acts or omissions. To co-operate fully in discharging HMT policies and procedures with regard to health and safety matters. To immediately report to their manager any shortcomings in health and safety procedures and practice. To report any accidents or dangerous incidents to their immediate manager and safety representative as early as possible and submit a completed accident / incident form. To use protective clothing and equipment where provided. Whilst the aim of the hospital is to promote a co-operative and constructive view of health and safety concerns in the organisation, all staff must be aware that a wilful or irresponsible disregard for safety matters may give rise to disciplinary proceedings. Safeguarding St Hughs Hospital is committed to safeguarding and promoting the welfare of young people and vulnerable adults and expects all staff and volunteers to share this commitment. EMPLOYEE BENEFITS BENEFITS: 27 Statutory days holiday plus bank holidays, contributory pension, private medical insurance We regularly review our employee benefits package, which includes our group personal pension plan, private medical cover and free car parking. We encourage our employees to have a positive work-life balance and to consider HMT a great place to work. NOTES This is an outline job description setting out general responsibilities and tasks the post-holder may be required to undertake. It is not comprehensive and the post-holder may be required to carry out other duties and responsibilities from time to time as determined by HMT. The job description will also be subject to change in-line with the needs of the Hospital and the Organisation. Staff will be expected to carry out their duties in line with their terms and conditions and contract of employment, the standards stated in the staff handbook and will be required to follow HMT policies and procedures and as stated in the NMC Code of Conduct 2015. Staff have a contractual duty to ensure that mandatory training is current and will be expected to participate and undertaken further developmental training specific to their role.