Medical Secretary

at  Lewisham and Greenwich NHS Trust

PREVIOUS APPLICANTS NEED NOT APPL Y

We have an exciting opportunity in the Oncology Services, Division of Allied Clinical Services at University Hospital Lewisham . We are looking to recruit a Medical Secretary to join the team, providing full secretarial support to oncology consultants and other members of the team.
Basic understanding or experience of cancer and oncology services and administration would be an advantage.
The post holder will be based at Lewisham Site. First point of contact on behalf of the consultant and the Trust and to deal effectively and courteously with all enquirers from GPs, parents/carers, other departments within the Trust and external bodies.
To act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed time frames.
To produce correspondence and reports using the audio transcription technology.
To monitor generic email addresses, answer calls, book interpreters using Language Line.
To type urgent clinical letters, including those of a sometimes distressing or emotional nature from audiotape or direct dictation as agreed.
To use the appropriate IT system for checking patient information and appointments.
To ensure any changes/cancellation to clinics are carried out using iCare are and all relevant parties are advised of any changes.
To support the role in dealing with all aspects of Oncology administration, i.e. booking, and rescheduling of outpatient appointments on the Trust PAS system.
To ensure all government guidelines with regards to the NHS Cancer Waiting Times and are always adhered to.
To highlight to service management teams potential breaches when rescheduling Cancer patient appointments.

1. Key Responsibilities

• To act as a central point of information and communication for the clinical team.
• To act as first point of contact on behalf of the consultant and the Trust and deal effectively and courteously with all enquiries from GPs, parents/carers, other departments within the Trust and external bodies

2. Key Tasks

• To produce correspondence and reports using audio transcription technology.
• To type urgent clinical letters, including those of a sometimes distressing or emotional nature from audiotape or direct dictation as agreed.
• To organise and support meetings on behalf of the Consultant and the Consultant’s team, taking and distributing minutes as required.
• To deal with all telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful and prompt manner and respecting patient confidentiality always.
• To prioritise and process incoming correspondence and ensure that it is dealt with promptly by the appropriate member of staff.
• To ensure that external investigation reports are brought to the attention of the appropriate medical team and signed off by the appropriate member of staff. Arrange for the request and/or safe onward transmissions of patient investigation reports to other sites where necessary.
• To maintain filing systems that facilitates the effective running of the department.
• To open, date stamp and distribute post according to local standing operating procedure. Maintain up to date filing of external reports and correspondence in patient medical records. To use the appropriate IT system for checking patient information and appointments.
• To manage patient records appropriately, ensuring an up-to-date record is maintained of all case notes returned from the wards and clinics, that patient medical records are available for clinic and appointments are dispatched to other departments as necessary.
• To maintain and update the diaries of the members of the clinical team as required, and to co-ordinate meetings, teaching sessions/venues as required.
• To co-ordinate and process work of a medico-legal nature and other medical reports as required.
• To draft responses to routine enquiries as appropriate.
• To take an active role in initiatives to improve the administrative service provided to managers and clinicians, and the service received by the department and their families.
• To send any referrals received to the central booking office for registration and booking and to action tertiary referrals as necessary.
• To organise own work schedule, adapt the schedule as required to meet commitments to others within the agreed timescales and, where this is not achievable, give notification promptly with reasons to line manager.
• To ensure any changes/cancellation to clinics are carried out and all relevant parties are advised of any changes.
• To liaise with the central booking office as required if an appointment requires rescheduling.
• Completion of forms and documentation as requested such as adoption, child protection, police statements, disability and doctor references as requested to do so by the consultant.
• Manage the generic email account.
• To have awareness of the outreach clinics and wait lists to be able to respond to calls and enquires as appropriate.
• Undertake non-clinical typing as requested by the consultant or their teams as necessary such as complaint letters.
• Work as part of a team; assisting with the training of new and temporary staff providing support and advice as appropriate.
• To locate, retrieve and book patients’ case notes in and out of department as required.
• To comply with all Trust and departmental procedures.
• To participate in appraisal and performance reviews.
• To undertake mandatory training as required by the Trus