Bank Medical Secretary

To

act as first point of contact on behalf of the consultant and the Trust and

deal effectively and courteously with all enquiries from GPs, parents/carers,

other departments within the Trust and external bodies.

To

produce correspondence and reports by the use of audio transcription

technology.

To

type urgent clinical letters, including those of a sometimes distressing or

emotional nature from audiotape or direct dictation as agreed.

To

organise and support meetings on behalf of the Consultant and the Consultants

team, taking and distributing minutes as required.

To

deal with all telephone calls relating to the service, ensuring patient focus

is maintained and enquiries are handled in a courteous, tactful and prompt

manner and respecting patient confidentiality at all times.

To

prioritise and process incoming correspondence and ensure that it is dealt with

promptly by the appropriate member of staff.

To

ensure that external investigation reports are brought to the attention of the

appropriate medical team and signed off by the appropriate member of staff.

Arrange for the request and/or safe onward transmissions of patient

investigation reports and film to other sites where necessary.

To

maintain filing systems that facilitates the effective running of the

department.

To

open, date stamp and distribute post according to local standing operating

procedure.

Maintain

up to date filing of external reports and correspondence in patient medical

records.

To

use the appropriate IT system for checking patient information and

appointments.

To

manage patient records appropriately, ensuring an up-to-date record is

maintained of all case notes returned from the wards and clinics, that patient medical

records are available for clinic and appointments are dispatched to other

departments as necessary.

To

maintain and update the diaries of the members of the clinical team as

required, and to co-ordinate meetings, teaching sessions/venues as required.

To

cover for medical secretary colleagues during periods of absence and annual

leave.

To

ensure the department has adequate stocks of stationery and order supplies as

and when necessary.

To

co-ordinate and process work of a medico-legal nature and other medical reports

as required.

To

draft responses to routine enquiries as appropriate.

To

take an active role in initiatives to improve the administrative service

provided to managers and clinicians, and the service received by children &

young people and their families.

To

send any referrals received to the central booking office for registration and

booking and to action tertiary referrals as necessary. Complete Minimum data

set (MDS) template when making onward referrals.

To

organise own work schedule, adapt the schedule as required to meet commitments

to others within the agreed timescales and, where this is not achievable, give

notification promptly with reasons to line manager.

To

ensure any changes/cancelation to clinics

are carried out using Book Wise and all

relevant parties are advised of any changes.

To

advise parents of special instructions regarding medical tests, as directed by

the medical team.

To

liaise with the central booking office as required if an appointment requires

rescheduled.

Completion

of forms and documentation as requested such as adoption, child protection,

police statements, disability and doctor references as requested to do so by

the consultant.

Managing

the generic email account.

To

have an awareness of the referral to treatment (RTT) patient pathway journey in order to be

able to respond to parents/carers calls and enquires as appropriate.

To

have awareness of the outreach clinics and wait lists to be able to respond to

parents/carers calls and enquires as appropriate.

Undertaking

non clinical typing as requested by the consultant or their teams as necessary

such as complaint letters.

Working

as part of a team; assisting with the training of new and temporary staff

providing support and advice as appropriate.

To

locate, retrieve and book patients case notes in and out of department as required.

Lewisham and Greenwich NHS

Trust is a community focused provider of local and acute care, providing high

quality services to over one million people living across the London boroughs

of Lewisham, Greenwich and Bexley.

With a turnover of around

£700 million, we provide services at Queen Elizabeth Hospital in Woolwich,

University Hospital Lewisham and a range of community settings in Lewisham. We

also provide some services at Queen Marys Hospital in Sidcup.

The Trust has 7,500 staff and

we have recently invested in our workforce to grow our establishment across a

number of key services. In 2020 we won a London NHS Parliamentary Award

in recognition of a wide range of initiatives to make the organisation a great

place to work. We are accredited as a flexible working employer offering a

number of flexible working options for staff. We are also accredited as a

London Living Wage employer for our substantive, bank and contractors

Experience

Knowledge and Skills

Qualifications