About the Role…
As a Medical Secretary for Totally you will provide comprehensive, confidential and high quality administrative and secretarial service across Elective Care.
To act as the first point of contact for patients, members of the public, staff and representatives of external organisations; dealing with all enquiries in a professional and courteous manner.
The role requires a high level of self-directed work, autonomous decision making, troubleshooting and the ability to deal sensitively with patients and their families, clinical and non-clinical staff. The nature of this role requires the post holder to be confident and decisive.
To be responsible for delivery of a high standard of secretarial and administrative services, meeting local and national timescales.
To ensure that joint working and close cooperation is developed and maintained with staff, both internal and external, to provide a complete and patient focused pathway.
‘Totally seeks to improve healthcare outcomes for all through the delivery of exceptional health and wellbeing services.’
Your Day to Day…
• Type clinic letters, clinical documents and other patient related documentation to a high standard and in accordance with procedures and timescales detailed in the Standard Operating Procedures, noting and actioning any instructions such as patient investigation results, x-ray results, etc.
• Ensure that all correspondence and preparation for clinic letters (including outsourced audio typing and locally generated typing, including audio typing as required) relating to the consultants is accurate and produced within agreed time frames.
• As and when required to accurately type non-routine/ urgent patient related information including medical reports, discharge summaries etc. within specific time frame.
• Prepare cases for the Multi-Disciplinary Team Meetings and action outcomes promptly.
• Support the delivery of the RTT 18-week pathway
• Ensure all clinic/patient correspondence is filed accurately and promptly.
• Deal with all enquiries in a courteous, tactful and discreet manner.
• Providing secretarial and administrative support to consultants and clinical teams to support the delivery of high quality co-ordinated and integrated care including liaison with patients, carers GP’s and other service users
• Ensure that actions set out in clinical letters are followed up and completed
• To ensure that all actions arising from each patient episode are planned and followed up within agreed timescales and ensure that investigations are actioned and available to each consultant and clinical team when required.
• To process or undertake the administration elements to enable all service users’ needs to be arranged in an order to deliver the 18-week pathway and support the 18-week pathway delivery plan.
• Ensure accurate and complete input of all patient information on to the Patient Administration System, including clinical information and results.
• Retrieve, log and return case notes/medical records, keeping these in accordance with organisational policy.
• Log complaints, incidents and SARs requests on DATIX and co-ordinate notes required
• Ensure that all work leaving the department is of the highest quality in terms of presentation and layout.
• Acquire and maintain a working knowledge of all the appropriate hospital systems so that enquiries can be dealt with efficiently.
• Provide cover for annual and sickness leave, onsite if required.
• Provide assistance to the administration team by undertaking general administrative duties assigned by your line manager.
• Provide support to the service managers when required.
• Deal effectively and promptly with all telephone enquiries from key contacts including GP’s, liaise with internal and external sources to resolve any problems, queries or complaints.
• Deal with medical representatives and other professionals that attend the office to resolve any problems, queries, complaints or requests for appointments.
• Participate in team meetings and be actively involved in generating ideas for service improvement, and participating in any improvement projects as and when required.
• Identify the need for, and make changes to local policies and processes in own work area.
• Meet and greet visitors to the department in a friendly and empathetic but professional manner. To use initiative in referring queries to an appropriate member of staff, dealing with queries if appropriate.
• Promote positive and effective working relationships with internal and, on occasion, external stakeholders, representing individual, team, and self to the highest of standards in accordance with the company values.
• Comply with all policies, procedures and working standards identified by Totally
• Ensure that the reputation of Totally is maintained in a positive way at all times.
• Any other duties deemed appropriate for the role by the leadership team.
Qualification, Experience & Training…
Essential
• Educated to GCSE Level or equivalent. Maths and English at C or above – or Equivalent qualification/ demonstrable experience.
• Previous Secretarial/ Administrative experience Moderate to excellent speed of typing
• Provide information and guidance to clinical staff and professionals from own and other organisations such as consultant specialists, GPs and nurses.
• Experience of dealing with confidential information
• Ability to promote good working relationships (staff, patients, relatives)
• Extracting information / Listening Skills
• Ability to handle complex enquiries • Ability to deal with challenging behaviour
• Ability to provide excellent customer care
• Knowledge of IT databases and comprehensive PC skills (Microsoft office)
• Advance word processing and Computer literacy skills
Desirable
• Medical Secretary qualification such as AMSPAR level 2 or equivalent
• Previous experience of Supervising others/ the work of others
• Work experience gained in an NHS/clinical environment e.g. hospital, GP surgery, CCG
• Previous experience of dealing with the general public
• Analytical skills & ability to problem solve
• Experience using electronic patient administration systems
Reward & Benefits…
• 25 days annual leave (plus 3 buy back days)
• Salary £22,816 - £24,336 depending on experience
• My Totally Rewards (online discount portal),
• 6% Employer Pension contribution,
• Share save scheme,
• Opportunities for career development,
• Employee assistance program,
• Virtual GP Services – 24/7 GP Appointments,
• WeCare Wellbeing
Disclosure & Barring…
Successful candidates will be required to undergo a Disclosure & Barring Check.
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