Job summary
- Main area
- Surgery
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 30 hours per week
- Job ref
- 303-6225251
- Employer
- The Royal Orthopaedic Hospital NHS Foundation Trust
- Employer type
- NHS
- Site
- The Royal Orthopaedic Hospital
- Town
- Birmingham
- Salary
- £22,816 - £24,336 per annum, pro-rata if part time
- Salary period
- Yearly
- Closing
- 10/05/2024 23:59
Employer heading
Support Medical Secretary
NHS AfC: Band 3
Job overview
The Oncology Department is looking for an experienced Support Medical Secretary who can provide clerical assistance, audio typing with Medical Terminology Qualification or relevant experience for the medical secretaries and manage their own workload with day-to-day supervision by the Team Leader.
As a good team player with a flexible approach to your work you will transcribe and audio type medical terms to produce clinical letters, sort and file patients notes/laboratory results, locate and collect patient notes, undertake general photocopying, faxing and filing and occasional assistance to the Team Leader. You will also be responsible for out-going post, answering secretaries' telephones and taking messages when required.
Main duties of the job
To provide comprehensive secretarial support to clinicians and clinical teams in conjunction with the Medical Secretaries.
To deputise for the Medical Secretaries on an ad hoc basis, for annual and sick leave.
To respond to phone calls from patients, relatives and GP’s. Ensure they are dealt with in a timely manner or passed to the appropriate secretary as required, maintaining the highest possible customer care at all times.
To transcribe letters and other dictation from Winscribe ensuring the transcription is accurate and seeking clarification where required.
To maintain the departmental letter turnround for routine correspondence and to prioritise urgent correspondence and MDT outcomes.
To use the EDT system to transfer GP letters where appropriate and to print off and submit letters to the patient.
To check that the RTT outcome recorded in the PAS system reflects the content of the dictated correspondence
To review the non-admitted PTL for the allocated consultants and in conjunction with the relevant medical secretaries, ensure that the patients are progressed effectively through their RTT pathway within 18 weeks.
To copy transcribed correspondence/reports into Onkos to maintain an up-to-date chronological record of any relevant contacts with the patient.
To track case notes in and out of the department.
To support the Team Leader to induct and support junior members of the team.
Working for our organisation
The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.
Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.
The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.
We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace.
The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.
If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you.
To find more about our staff benefits, please visit our website.
Detailed job description and main responsibilities
To provide full and comprehensive support to the Oncology Medical Secretaries and Clinicians.
To ensure all routine clinical information and correspondence is up to date and available when required.
MAIN DUTIES AND RESPONSIBILITIES
- To provide comprehensive secretarial support to clinicians and clinical teams in conjunction with the Medical Secretaries.
- To deputise for the Medical Secretaries on an ad hoc basis, for annual and sick leave.
- To respond to phone calls from patients, relatives and GP’s. Ensure they are dealt with in a timely manner or passed to the appropriate secretary as required, maintaining the highest possible customer care at all times.
- To communicate with other sections within patient access and other departments as required.
- To transcribe letters and other dictation from Winscribe ensuring the transcription is accurate and seeking clarification where required.
- To maintain the departmental letter turnround for routine correspondence and to prioritise urgent correspondence and MDT outcomes.
- To use the EDT system to transfer GP letters where appropriate and to print off and submit letters to the patient and other referrers who are not on the EDT system.
- To ensure that the actions indicated in the correspondence have been carried out, for example, an appointment booked, or the patient added to the waiting list, escalating where appropriate if the actions have not been progressed.
- To check that the RTT outcome recorded in the PAS system reflects the content of the dictated correspondence so that the patient’s RTT status is correctly maintained.
- To review the non-admitted PTL for the allocated consultants and in conjunction with the relevant medical secretaries, ensure that the patients are progressed effectively through their RTT pathway within 18 weeks.
- To copy transcribed correspondence/reports into Onkos to maintain an up to date chronological record of any relevant contacts with the patient.
- To cross reference the letters typed to the clinic list to ensure that all patients who attended an appointment have a dictation transcribed and to escalate to the relevant clinician when dictation is missing.
- Liaise with hospitals and GP surgeries to obtain required information regarding the patient’s clinical pathway.
- To photocopy, scan and print documents as required.
- To track case notes in and out of the department ensuring loose filing is amalgamated in the relevant section within the case notes.
- To liaise with appropriate staff in making routine appointments or cancellations as directed by the Medical Secretaries.
- To support the Team Leader to induct and support junior members of the team.
This is not an exhaustive list of duties and a regular review will take place with the potholder as part of their on going development and performance management.
Person specification
Qualifications
Essential criteria
- Able to demonstrate good basic education (English language GCSE)
- OCR/RSA III or Medical Terminology Qualification or Relevant practical experience of a full range of Secretarial procedures and software
Experience
Essential criteria
- Experience working as a Secretary
- Articulate/experience of communication with varying levels within an organisation
- Working within in a team structure in a busy environment
Skills and Knowledge
Essential criteria
- Advanced word processing/keyboard skills
- Customer care experience
- Audiotyping of complicated medical documents
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Debra Rees
- Job title
- Line Manager Oncology/Oncology Arthroplasty
- Email address
- [email protected]
- Telephone number
- 0121 685 4019
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