About this role
Job summary
The role of the Medical Secretary is to provide a comprehensive secretarial, administration and information service to the Consultant in respect of his/her NHS work and to the supporting medical team.
To provide a secretarial service: accurately producing from digital dictation system, patient related correspondence /reports/discharges of a sensitive and complex nature, using appropriate software and within specific timescales
Main duties of the job
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.
About us
East Lancashire Hospitals NHS Trust was formed in 2003 from the merger of Blackburn, Hyndburn and Ribble Valley NHS Trust and the Burnley Hospitals NHS Trust. East Lancashire Hospitals NHS Trust provides a caring service to a population of approximately 520,000.
Services are provided from two main sites, the Royal Blackburn Hospital and Burnley General Hospital.The Royal Blackburn Hospital and Phase V at Burnley General Hospital are significant PFI developments.
In 2006 a service reconfiguration, 'meeting patients needs' was implemented which resulted in the Blackburn site becoming the centre for all acute services in East Lancashire. The ED at Blackburn is the only ED for East Lancashire and since 2012 has become a Trauma Unit in the Lancashire Trauma network with the trauma centre at the Royal Preston Hospital. The ED is supported by Urgent Care Centres at Blackburn and Burnley and a Minor Injuries Unit at Accrington.
Burnley is the site for the East Lancashire Women and Newborn Centre with an in-patient obstetric unit. There is a midwife led birthing unit off the Hospital site in Blackburn
In 2012 the Royal Blackburn Hospital was designated as one of the Lancashire Vascular Centres.
Job description Job responsibilities
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.
Person Specification
Qualifications 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
Experience 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
Skills 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
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name East Lancashire Hospitals NHS Trust
Address Burnley General Hospital
Casterton Avenue
Burnley
BB10 2PQ
United Kingdom
Employer's website http://jobs.elht.nhs.uk/ (Opens in a new tab)