Medical Secretary - Obsteterics & Gynaecology

• Open and prioritise correspondence (which is often of a highlysensitive and confidential nature) on behalf of consultant ensuring thaturgent correspondence receives prompt attention.
• 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 that relevant investigation/ results received after patient's discharge are communicated to GP's where appropriate, particularly where treatment may be required.
• Ensure that discharge summaries and other time-sensitive information are dictated and typed within the designated time limits.
• Receive, manage and prioritise telephone and personal queries, complaints, messages and information from patients, relatives, General Practitioners, Consultants and other medical staff and external organisations on behalf of consultant and clinical team. Deal with queries 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.

• Respond to queries from patients and Healthcare personnel as appropriate. Provide empathy and reassurance to patients where necessary.
• Manage patient investigation results. Check all incoming laboratory/radiology results, ensuring that abnormal results are communicated promptly to appropriate Clinician. Ensure all reports are seen and signed by Clinician prior to filing in case-notes.
• Participate in the training and supervision of Support Medical Secretaries, Medical Audio Typists and work experience students, which will involve planning and allocation of work, and checking of letters produced for accuracy, as appropriate
• Undertake self-supervision and effective self-organisation in terms of:
• co-ordinating annual and other leave in co-operation with other secretaries, and with the approval of management
• liaising with other secretaries to ensure fair distribution of work by mutual assistance
• Establish and maintain efficient office systems, including filing systems and maintain a booking out and/or booking in system for case-notes.
• Liaise with Admissions Department in respect of patients requiring hospital admission, ensuring that relevant information or instructions are communicated effectively. Ensure that all relevant investigations are available prior to admission and in particular that any problem with the potential to delay admission/surgery is brought to the urgent attention of the relevant clinician (may be necessary to liaise with or organise input of other Clinicians prior to admission (eg anaesthetic assessment) or to co-ordinate arrangements where procedures require multidisciplinary input)
• Maintain confidentiality at all times, ensuring that information is only divulged to authorised sources and by appropriate means.
• Input and extract data from hospital systems and other relevant software programmes, which may be Trust-wide or specialty-specific.

Essential

• GCSE English at Grade 'C' or above or equivalent
• AMSPAR Diploma or equivalent extensive medical secretarial experience
• RSA/OCR Level III or equivalent
• Proficient IT skills (use of Microsoft office packages - particularly word and excel)
• Working knowledge of medical terminology

Essential

• Ability to accurately transcribe complex dictation
• Previous Medical secretarial experience
• Experience using the hospital's Electronic Patient Record system
• Previous experience working in an NHS Office environment

Essential

• Clear and accurate written and verbal communication and ability to converse in a positive professional manner
• Proven ability to work in a team and be supportive of team members
• Highly motivated and possess enthusiasm for developing the role
• Good organisational skills. Manage/priorities own workload
• Ability to use own initiative and work without close supervision