ABOUT US

Modality LLP is a large-scale healthcare provider of NHS and Private Outpatient Services, dedicated to delivering high-quality healthcare to our valued patients. We pride ourselves on a patient-centric approach, combing cutting-edge technology with compassionate care to ensure the best possible outcomes. As we continue to grow, we are seeking a talented and motivated Medical Secretary to join our dynamic team.
Our community outpatient services manage a wide-range of conditions that would otherwise be referred to secondary care. Our team of consultants, GPwERs, specialist nurses are able to provide patients with rapid access to specialist opinion from a choice of locations across Sandwell, Walsall and Birmingham. This role will support the continued growth of these services, enabling patients to receive a wider range of treatments within the community setting.

JOB DESCRIPTION

Key Responsibilities:
1. Co-ordinate, monitor and initiate appropriate changes within administrative processes along the patient pathway to ensure the patient’s journey is managed efficiently, smoothly and in accordance with targets and agreed timescales.
2. Utilise computerised tracking systems to locate patient notes and investigation results.
3. Liaise with teams outside of the speciality e.g. referring GPs where appropriate to ensure a seamless patient journey.
4. Ensure patient information is maintained and updated on the appropriate patient information system.
5. Provide reception duties to support community services clinics, as required
6. Enter patients onto waiting lists and clinics, ensuring all demographic details are correct (addresses, phone numbers, GP details etc.) updating correctly on clinical/data systems as necessary.
7. Accurately record activity and performance data on to clinical/data systems – including the use of Excel Spreadsheets.
8. Undertake the administration of follow up management, transfers and discharge of patients using the appropriate systems.
9. Support the smooth running of the department including general office duties, photocopying, filing, dealing with mail, i.e. referral letters and consultant correspondence and diary management.
10. Support delivery of core administrative tasks, i.e. generating consultation letters, adding patients to waiting lists, processing onward referrals or two weeks wait referrals, etc
11. Monitor patient attendance to appointments and re-arrange/book further appointments as required.
12. Participate in the validation of system data to ensure that the data held is up-to-date and accurate and recorded appropriately e.g. patient pathway audits
13. Maintain an understanding of the booking rules and ensure full adherence to specialty protocols
14. Liaise with the appropriate clinical and clerical staff regarding DNAs and cancellations, taking appropriate action to ensure patients are managed appropriately.
15. Deal with general enquiries, including telephone calls relating to patient appointments, taking messages and monitoring the specialty email inbox
16. Work as an effective team member with colleagues, and have an ability to communicate with staff of all grades and disciplines.
17. Work flexibly during times of service need or staff absence, including occasional evening and weekend working
18. Support the induction and training of new staff within the team as appropriate by sharing knowledge and expertise of the administrative processes and functions within role.
19. Provide cross-cover to other teams as required
20. Courteously and efficiently receive telephone enquiries from patients, carers and external agencies in relation to appointments and general enquiries, ensuring that accurate records, both manual and electronic, are maintained and appropriate action is taken in a timely manner
21. Receive and process incoming correspondence, paper and electronic, ensuring it reaches the appropriate place within the required deadlines
22. Plan, attend and minute meetings relevant to the role as required
23. Process confidential patient-sensitive documentation to and from patients, other healthcare professionals and external agencies
24. Deal with patient requests / concerns promptly to prevent the hand off of the request to other areas, escalating concerns or complaints to the Team Leader where appropriate
25. Action any change in patient’s personal details, ensuring electronic data is kept up to

QUALIFICATIONS/SKILLS

· Proven experience as a Medical Secretary or a similar role
· Proven experience in administrative roles, preferably within a healthcare or private services setting.
· Strong organisational and multitasking abilities to efficiently manage administrative tasks
· Excellent communication and interpersonal skills to interact with patients, healthcare professionals and internal staff.
· Proficient in using office software (e.g. Microsoft Office) and any relevant healthcare management systems.
· Ability to work well under pressure and meet tight deadlines.
· Attention to detail to ensure accuracy in administrative tasks, record keeping and documentation.
· Efficient time management skills to meet deadlines.
· Ability to identify issues, troubleshoot problems and implement effective solutions.

KNOWLEDGE:

· Knowledge of full range of administrative procedures and associated equipment (E)
· Knowledge of software programmes including Microsoft Office Word, Excel, Outlook and other relative software product(E)
· Self-motivated and ability to work without supervision when required (E)
· Excellent organisational and communication skills (E)
· Ability to maintain computerised and manual filing/documentation systems (E)
· Understanding of how clinical services work and the importance of/inter-links between the duties commensurate with this role (D)
· Previous experience of working in a clinical provider organisation (D)
· Knowledge/previous experience of SystmOne clinical system (D)
· Knowledge/previous experience of the NHS E Referrals Service

SKILLS:

· To be able to write clear, concise messages often involving complex medical terminology (E)
· To understand a range of Protocols and Policies and implement them in everyday work. (E)
· Good standard of written communication (E)
· To comprehend complex instructions or documents containing medical terminology (E)
· To be able to communicate with all levels of personnel, including medical professionals, patients and outside agencies. (E)
· To be able to relay clear, concise messages containing medical terminology without risk of misunderstanding (E)

MAIN DUTIES OF THE JOB

Medical Secretaries will support the clinical teams, Admin Team Leaders and other managers in ensuring the speciality is able to deliver safe and effective services whilst also ensuring compliance with contractual access targets e.g. 18 weeks RTT target and other contractual targets for keeping DNAs to a minimum and issuing clinical correspondence within a set timeframe.