Medical Secretary | Provide Cic

To provide an efficient and effective medical secretarial and
administrative service to the consultants and team.
Typing of letters for different specialties, some being:-
Ophthalmology
Nephrology
Gastroenterology
 Prioritise workload and complete within prescribed timescales
 Respond promptly, effectively and appropriately to telephone and personal enquiries,
dealing with calls from patients including provision of information to patients and Consultants/clinicians in a confidential environment
 Deal with mail, both in-coming and out-going, appropriately.
 Accurately and appropriately maintain manual and computerised records.
 Maintain effective communication both verbal and written
 Securing of patients reports and results prior to clinic sessions
 Provision of notes and test results to consultants in order for consultant to make decisions regarding follow-ups
 Signing letters on behalf of consultants if they are not in clinic within 7 days.
 Booking of known patients into clinics via Lorenzo as a result of acute flare-ups
 Tracking and returning notes to patient record library using Lorenzo tracking system
Provide is a Community Interest Company (social enterprise). We deliver a broad range of health and social care services in the community, and are committed to making sure that they are safe, responsive and of high quality. Provide is owned by its employees and has primarily social objectives. Any profits we make are reinvested into the local community or back into delivering services.
We work from a variety of community settings, such as community hospitals, community clinics, schools, nursing homes and primary care settings, as well as within people’s homes to provide more than 40 services to children, families and adults across Essex, Dorset, East Anglia and the North of England.
A highly respected, award winning health and social care provider. We expect our staff to demonstrate and uphold our values at all times:
Vision:Transforming Lives
Values:Care, Innovation and Compassion
Mission:An ambitious, employee owned social enterprise, growing in size and influence. We transform lives by treating, caring and educating people.
Provide is an equal opportunity employer committed to building a team that represents a variety of backgrounds, perspectives and skills, proud to have LGBT+ and Ethnic Minority Networks.
We welcome applicants from underrepresented groups. If you have the skills and experience for the job, please apply regardless of your background.
Eligible for NHS Pension
Communication
Maintain effective communication, both verbal and written, with consultants, GPs, patients, relatives, other hospital departments, or any other individual or organisation involved with the care and/or well-being of the patient.
Be aware of the importance of confidentiality and implications of non-compliance.
Provide and receive routine information and take action on it if necessary. Reassure patients or communicate sensitive information to them as directed by clinical staff.
Exchange sensitive, confidential or contentious information which could involve barriers to understanding and cultural or language difficulties with clinical staff and/or patients which requires persuasive skills where agreement or co-operation is needed. Occasionally deal with very emotional or verbally abusive patients or relatives.
Maintain filing systems both manual and electronic.
Knowledge Training and Experience
 Manage own workload, plan and organise own time and act independently.
 Work as an effective team member and on own initiative.
 Be aware of the importance of confidentiality and implications of non-compliance.
 Maintain filing systems both manual and electronic.
 Monitor case notes passing through the secretary’s office and adhere to policies regarding their availability and release.
 Arrange, cancel and expedite follow-up appointments for patients, as per consultants or patients request.
 Ensure that pathology and other tests have been performed and results are available to the consultant. Ensure that any other information regarding the patient’s well-being is available to the consultant.
 Deal with complaints from managers, clinicians, or patients and their relatives.
 Provide routine information and receive routine information and take action on it if necessary. Reassure patients or communicate sensitive information to them as directed by clinical staff. Exchange sensitive, confidential or contentious information with clinical staff and/or patients which requires persuasive skills where agreement or co-operation is needed. Occasionally deal with very emotional or verbally abusive
patients.
 Exercise judgement and provide general non-clinical advice when dealing with patient enquiries, and to analyse and resolve patient’s problems.
 Be aware and comply with all policies and procedures as laid down by the Trust, and
implement changes to working practices for own work area if needed.
 Maintain stationery stocks in the secretary’s office. Ensure that the office equipment is
functioning correctly. Liase with management for replacement or repair when necessary.
 Required to have comprehensive knowledge of medical terminologyRequired to have computer, typing, and audio skills.
 Responsible for creating computer databases and/or spreadsheets if required.
 Required to use VDU more or less continuously and to transcribe tapes requiring concentration, with frequent interruptions and other unpredictable interventions.
Occasionally required to type letters of a distressing nature.
 Required to be flexible to cover holidays and sickness when necessary.
 Occasional requirement to type urgent correspondence if patient being referred to another consultant or organisation
OTHER
This job description is not indented to be a complete list of the duties and responsibilities but indicates the main functions of the post. It may be amended following discussion with the post holder.
There may be a requirement to undertake other duties as may reasonably be required to support the PCT. These may be based at other PCT managed locations.
This job description is not intended to be exhaustive but indicates the main functions of the post as it is at present constituted. In consultation with the post holder, periodic reviews will be carried out to ensure that the job description relates to the job being performed and to incorporate any changes being proposed. It is hoped that agreement can be reached to any
reasonable changes. If this is not possible, the PCT reserves the right to make changes to the job description in consultation with the potholder
This advert closes on Monday 12 Feb 2024

Proud member of the Disability Confident employer scheme