QUALIFICATIONS:

• Medical Secretary or Business Secretarial Qualification desirable.

EXPERIENCE:

• Minimum of 2 years experience in a similar role.
• Previous experience working within a healthcare setting or similar is advantageous.
• Excellent knowledge of Microsoft Office Packages.
• Experience of Immeddoc and TPRO desirable.

JOB SPECIFIC COMPETENCIES AND KNOWLEDGE:

• Have excellent administrative and organisational skills.
• Knowledge of general office procedures is essential.
• Proficient knowledge & use of Microsoft packages is essential.
• The ability to work in a fast paced customer based environment.
• Have experience in change management
• Will have a willingness to continuously improve under the lean thinking strategy.

OVERVIEW OF ROLE:

The Medical Secretary team provide administrative support to a selection of Consultant’s across a number of specialities in UPMC Cleaboy. Responsible for the efficient processing of all the Consultants practice, patient pathway, and excellent patient experience throughout the Hospital.

KEY RESPONSIBILITIES:

• To be responsible for the medical secretary function for the Hospital suites. To meet, greet and book in patients on the day of the clinic in an efficient manner.
• Have a clear understanding of the patient pathway throughout the Hospital.
• To provide an efficient service in setting up and expansion of clinics as required. This will involve promptly dealing with phone calls, and referral letters from GP’s. Contacting patients regarding appointment times and fees to be paid.
• To request and gather information from other hospitals as required by consultants, such as scans, histology reports, pathology reports, etc.
• To handle cash payments for the consultants and ensure same is entered on the system and balanced daily. To ensure that all billing of patients takes place on a prompt and regular basis and all patient accounts are kept up to date.
• To complete any medical reporting required after consultations have taken place in a timely manner and ensure copies are sent to referring GP’s and Consultants.
• To deal with any patient enquiries as they arise as promptly as possible.
• To maintain proper and efficient filing systems for each consultant as required. Keep the practice software always updated (Imeddoc/TPRO).
• To liaise with and maintain an excellent working relationship with other members of the hospital multi-disciplinary team ensuring a high level of patient service is maintained.
• To work closely with the hospital referrals and scheduling teams strictly adhering to the hospital booking policy to ensure that all patients are booked within the correct timeframe.
• To answer telephone calls in a polite, courteous, and professional manner, taking messages or distributing calls as appropriate. To carry out any training duties as necessary for relief staff / work experience staff for holiday cover.