Assistant Medical Secretary

at  The Mid Yorkshire Teaching NHS Trust

To ensure post addressed to the clinical teams is promptly collected, sorted and recorded. To sort and where appropriate in responding to incoming mail bring to the attention of senior member of staff anything that is out of there remit. Be a part of the team. Provide a friendly and professional service, dealing with enquiries following Trust policies.
Assist clinicians with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with the ward/departments Key Performance Indicators To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. To book, request, cancel and re-arrange appointments when necessary. Assist with, receive and respond appropriately to telephone and personal enquiries from patients, relatives, GPs, other consultants and external bodies, referring enquiries to the consultants / clinical team where necessary and escalate as appropriate within the Trust complaints procedure.
Assist with prioritising and ensuring clinical investigations are acted upon. The post holder must ensure urgent matters, for example urgent referrals are escalated as appropriate. Accurate recording of all computerised based patient records, updating and amending information in a timely manner as per standard operating procedures. Undertake routine or ad hoc data validation as directed.
Assist with and bring to the clinical teams attention results of investigations from patients/deal with appropriately in a timely manner i.e. ensuring appropriate follow-up appointments are made and results are stored appropriately in patient records. Keep an up to date and accurate record of patient case notes entering and leaving the department. Sourcing and distribution of case notes to other departments and hospitals e.g.
File Tracker/relevant IT system. Assist with the typing of medical correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work. Booking meeting rooms as requested.
Assist with the receipt of referral letters with timely input onto the computerised IT Systems within standard operating procedures. To be responsible for ensuring copies of correspondence are stored in the patients records in a timely manner in accordance with standard operating procedures. To undertake general secretarial duties including faxing, photocopying, filing and assisting with the smooth operation of the department. To assist with the confidential management of patient records and ensure that all documentation is returned to the appropriate department and is accurately completed and promptly dispatched.
Assist with the preparation of patient records for admission, transfer and discharge in a timely manner in line with standard operating procedures as required. Operate IT systems ensuring correct personal details of patients held on the departmental database & Trust systems, and update as necessary. The post holder will give relevant assistance and training as and when required to support all colleagues. To carry out general administration duties and provide clerical assistance as required.
To send and receive faxes in a safe haven environment as per Trust policy. Ensure that all Hospital records are tracked and booked using the Trusts File Tracker computer system, or other relevant IT system

Please refer the Job description for details