Medical Secretary

Responsible for the full secretarial and administrative service to the consultant(s) and his/her medical team (where appropriate). Take appropriate action with regard to telephone calls from parents/carers of patients, GPs and other agencies using initiative, within broad guidelines outlined by the consultant(s)/directorate manager. Ensure accurate messages are taken for consultant(s) team and delivered in timely manner. Prioritise own workload including the typing of clinics, discharge summaries and medical reports and documents using the Big Hand system Provide administrative support for Child Protection related cases, including the typing of medical reports.
Regular exposure to distressing/emotional circumstances (eg typing correspondence and reading reports etc). Maintain an up-to-date diary for the consultant(s)/team, liaising with external and internal contacts and organisations as necessary. Sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information. Provide administrative support to consultant(s) in respect of work relating to Royal Colleges, Divisional lead responsibilities, teaching, research, NHS medical reports, charities and publications, including organising meetings, agendas and minutes.
Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results. Ensure effective communication with all members of a multi-disciplinary team. Notify relevant staff to ensure that consultant(s) and team leave is taken into consideration in the planning of in-patient and/or out-patient care and instruct absences to relevant parties. Provide support in respect of consultants clinical audit responsibilities.
Assist line manager in the training of support medical secretaries as appropriate. Assist line manager with training of other admin and clerical staff as appropriate. Ensure comprehensive working knowledge of iPMS and E notes system, as commensurate with role. Obtain patient test results using hospital systems at consultant(s)/team request.
Ensure all hospital case notes/thin files are traced into and out of the department accurately on iPMS. To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team. To arrange for copies of scans to forward to other Trusts and hospitals. To arrange patient hospital transport as necessary for investigations and admissions to tertiary centres.
Co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy (MGN4). Ensure GP referral letters are processed and directed to appropriate appointment office in line with Trust Waiting List Policy. Required to cover Divisional Medical Secretary colleagues during times of absence or increased workload as requested by line manager. To carry out any other clerical duties as determined by the line manager.
For further details please see attached JD&PS.