Medical secretary

EAST LANCASHIRE HOSPITALS NHS TRUST, The Wrangling, Blackburn with Darwen

Medical secretary

£27596

EAST LANCASHIRE HOSPITALS NHS TRUST, The Wrangling, Blackburn with Darwen

  • Full time
  • Temporary
  • Onsite working

Posted 2 weeks ago, 20 Dec | Get your application in now before you miss out!

Closing date: Closing date not specified

job Ref: 65f7ee230cd346039c68007ddd8f58d4

Full Job Description

The role of the Medical Secretary is to provide a comprehensive secretarial, administration and information service to the general surgery Department Consultants and nurses in respect of his/her NHS work and to the supporting medical team. The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills, audio-typing, communication and organisation skills. An ability to understand the need for and to maintain confidentiality is essential., 1. Transcription and production, from digital dictation, audio tape or shorthand, of typewritten reports/correspondence, using work processing packages, for the Consultant Team, which may include coroners' reports, complaint responses, referral letters to other specialists, GPs and under x-ray letters. 2. Open and prioritise correspondence (which is often of a highly sensitive and confidential nature) on behalf of the consultants ensuring that urgent correspondence received prompt attention. In the consultant's absence, the Medical secretary is responsible for ascertaining which correspondence requires referral to an appropriate clinician for urgent attention. 3. Retrieve and act upon correspondence received by post or email. 4. Process case notes of patients discharged from hospital; follow through ongoing care plans as indicated in notes. Allocate notes to relevant clinician for dictation, or ensure that any standard letters are completed as appropriate. Where standard letters have been generated at ward level, ascertain from case notes whether any supplementary letter/action is required and deal with appropriately. Ensure that follow up appointments or referrals to other specialties are arranged where necessary. Ensure the relevant investigation results received after patient discharge are communicated to GPs where appropriate, particularly where treatment may be required. 5. Ensure that discharge summaries and other time-sensitive information are dictated and typed within the designated time limits. 6. Receive, manage and prioritise telephone and personal enquiries, complaints, messages and information from patients, General Practitioner, Consultants and other medical staff and external organisations on behalf of the Consultant and clinical team. Deal with enquiries relating to the medical and social welfare of patients and relatives in a sensitive manner, referring to medical staff or other Healthcare Professionals where appropriate. When responding to enquiries, ensure that relevant guidelines or protocols are followed. 7. Respond to enquiries from patients and healthcare personnel as appropriate. Provide empathy and reassurance to patients where necessary. May be required to convey clinical/medical information to patients, medical, nursing, pharmacy or other healthcare staff, when instructed by, or with permission of the Consultant. 8. Manage patient investigation results. Check all incoming laboratory/radiology results (including urgent radiology results received via the PACS email reporting system and subsequent follow up radiology results) ensuring that abnormal results are communicated promptly to the appropriate clinician, typing up subsequent correspondence to GPs, patients and other departments and recalling patients where necessary, under the Consultant's instruction. Keeping an electronic record of all urgent radiology results and follow up radiology results including the relevant actions taken and outcomes. 9. Participate in the training and supervision of junior staff i.e. support secretaries as appropriate. 10. Undertake self supervision and effective self organisation in terms of: 11. Co-ordinating annual leave and other leave in co-operation with other secretaries, and with the approval of management; 12. Liaising with other secretaries to ensure fair distribution of work by mutual assistance. 13. Liaising with manager and other secretaries regarding any flexi-time arrangements within the office.

  • Establish and maintain efficient office systems, including filing systems and maintain a booking out and/or booking in system for case notes.
  • Co-ordinate complaints by allocating to the relevant consultant on their specified administration days by checking consultant rotas. Collating all necessary background information for the Consultant to enable them to respond within the deadline. Type up the consultant complaint responses, consultant to check responses before ED PA sends to Acute PA for formal responses.
  • Maintain confidentiality at all times, ensuring that information is only divulged to authorised sources and by appropriate means.
  • Co-ordinate all department teaching sessions i.e. speakers, room bookings and production of teaching programmes.
  • Arranging consultant CPD sessions, which involve allocating speakers and programmes along with the consultant agenda for their monthly meeting.
  • Input and extract data from patient administration system (PAS/Patient Centre) and other relevant software programmes, which may be Trust wide or specialty specific (e.g ICE and Winscribe).
  • Process documentation and correspondence for Senior and Junior Medical Staff (e.g. travel claims, family planning claims, references) liaising with medical staffing and bodies such as General Medical Council where necessary.
  • Provide administrative and secretarial support for consultant's non-clinical NHS obligations and commitments.

    We are currently seeking a highly motivated individual to join the Medical secretary team on a 12 month secondment to cover for maternity leave., Ability to produce neat and accurate documentation.
  • Computer literate.
  • RSA/OCR III Typewriting or RSA/OCR Audio Typewriting Stage III or RSA/OCR III Word Processing or ULCI typewriting Grade 4 or equivalent qualification
  • 5 GCSE at A - C grades or grade 9-4 including GCSE English or equivalent qualifications
  • Knowledge of medical terminology (medical terminology certificate) or AMSPAR certificate or 12 months secretarial experience or 6 months secretarial experience
  • Ability to work as part of a team and be supportive to other team members.
  • Medical secretarial experience in a hospital setting.
  • Desirable criteria
  • Winscribe digital dictation system or similar.
  • ICE - Results
  • Cerner - patient administration system

    At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work., Established in 2003 East Lancashire Hospitals NHS Trust (ELHT) is a large integrated health care organisation providing high quality acute secondary healthcare for the people of East Lancashire and Blackburn with Darwen.
  • Our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 700,000 patients a year from the most serious of emergencies to planned operations and procedures. We employ over8,000 staff, many of whom are internationally renowned and have won awards for their work and achievements., The Trust is an equal opportunities employer, committed to improving the working lives of our staff and operates a 'Zero Tolerance' policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first-class service to the recruitment of people into positions of trust. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background. We especially welcome applications from members of our black, Asian and minority ethnic (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit.

    It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust
  • Please note that the salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro-rata. For posts on Agenda for Change pay-scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.
  • This vacancy may close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.
  • Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.
  • Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short-listed.
  • Disclosure and Barring Scheme (DBS) If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained. The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974. In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed. The cost of an Enhanced Disclosure will be £55.38 and for a Standard Disclosure will be £27.38.

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