Administrator Medical Secretary

University Hospitals Plymouth NHS Trust

10d ago

Job
Full-time
Junior & Mid Level
Plymouth

AI generated summary

You must ensure effective communication, manage admin duties, handle patient queries, maintain data quality, and support the clinical team while adapting to various tasks as needed.
You will manage clinic administration, ensure communication within the team, handle patient queries, maintain records, and support clinicians with timely documentation and referrals.

Requirements

- Ensure effective communication with all members of the Dermatology team.
- Ensure that all administration processes are dealt with in accordance to Trust and MOD Waiting list policies.
- Required to cover for other colleagues during annual leave/sickness or peak workloads.
- Ensure a clear understanding is obtained surrounding data quality, data protection, case note handling and IPM.
- Trace notes back to central library and check all outcomes after the clinic letter have been typed.
- Transfer note to boxes for transportation to Records library.
- Book and prep nurse led clinics.
- Locate notes required for clinics.
- Transport notes around the Department using trollies as required.
- Assist with gathering of data; i.e, chest x-ray results, blood results for patients attending clinics.
- To receive and co-ordinate patients telephone queries with the appropriate member of nursing/ medical staff.
- Assist with the In Touch system ensuring Health professionals complete the outcomes, and that patients/ carers are made aware of any delays in clinics, updating the information on the In Touch board.
- Assisting patient with the check-in on the In Touch system.
- To take additional roles as requested ie, Fire warden, Dementia friendly contact person.
- Following the introduction of voice recognition technology to take responsibility for clinic admin preparation and distribution in a timely and effective manner.
- Responsible for the full secretarial and administrative service to the Nurse(s) and their Medical team (as appropriate).
- Prioritise own workload including the typing of clinics, discharge summaries and medical reports.
- Ensure accurate messages are taken for the clinical teams and delivered in a timely manner.
- Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records as required.
- Be versatile and adaptable to the demands of the team.
- Work without supervision and take the initiative as and when required.
- Obtain/forward case notes to/from other Trusts as and when required.
- Be responsible for dealing with all correspondence by keeping a satisfactory record/filing system and ensure all clinic typing is held on the shared drive appropriately named and in the correct folder.
- Collate results with patient case notes, ensuring that they are seen and actioned promptly by the relevant clinician.
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
- Maintain an up to date diary for the Nurse(s)/team.
- Inform relevant staff of cancelled and reduced theatre and outpatient sessions due to Nurse(s) leave, junior doctors leave, on-call commitments, CME, Audit and Directorate meetings etc.
- Provide support in respect of Consultants clinical audit responsibilities.
- Ensure outpatient referrals are managed in accordance with the Trusts Waiting List Policy.
- Ensure that clinic follow up administration is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list as appropriate and internal referrals to other Consultants/departments.
- Ensure timely typing and despatch of outpatient letters to GPs in accordance with Trust policy.
- Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner.
- Ensure that all results, reports and letters are actioned in accordance with Trust Policy and filed accurately in medical notes.
- Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.
- Ensure Choose and Book referrals are processed in line with Trust Policy.
- Be responsible for liaising with the peripheral hospitals, admin and clinical teams to ensure all patients seen by the Consultants are registered on IPMS and treated in a timely manner.
- Supervise the training of support staff.
- The post holder will undertake any other duties commensurate with the role and grade for this post.
- Receive and deal with confidential and sensitive telephone enquiries from parents/carers of patients.
- Be able to handle patient complaints.
- Liaise with various departments and professionals within the hospital and outside agencies (eg Social Services, Police) via verbal and written communication.
- To be a team member within the office and able to multi skill within the various areas.
- To work closely with other admin and clerical staff within the directorate.
- GPs and Practice Nurses.
- Patients & relatives.

Responsibilities

Ensure effective communication with all members of the Dermatology team
Ensure that all administration processes are dealt with in accordance to Trust and MOD Waiting list policies
Required to cover for other colleagues during annual leave/sickness or peak workloads
Ensure a clear understanding is obtained surrounding data quality, data protection, case note handling and IPM
Trace notes back to central library and check all outcomes after the clinic letter have been typed
Transfer note to boxes for transportation to Records library
Book and prep nurse led clinics
Locate notes required for clinics
Transport notes around the Department using trollies as required
Assist with gathering of data; i.e, chest x-ray results, blood results for patients attending clinics
To receive and co-ordinate patients telephone queries with the appropriate member of nursing/ medical staff
Assist with the In Touch system ensuring Health professionals complete the outcomes, and that patients/ carers are made aware of any delays in clinics, updating the information on the In Touch board
Assisting patient with the check-in on the In Touch system
To take additional roles as requested ie, Fire warden, Dementia friendly contact person
Following the introduction of voice recognition technology to take responsibility for clinic admin preparation and distribution in a timely and effective manner
Responsible for the full secretarial and administrative service to the Nurse(s) and their Medical team (as appropriate)
Prioritise own workload including the typing of clinics, discharge summaries and medical reports
Ensure accurate messages are taken for the clinical teams and delivered in a timely manner
Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records as required
Be versatile and adaptable to the demands of the team
Work without supervision and take the initiative as and when required
Obtain/forward case notes to/from other Trusts as and when required
Be responsible for dealing with all correspondence by keeping a satisfactory record/filing system and ensure all clinic typing is held on the shared drive appropriately named and in the correct folder
Collate results with patient case notes, ensuring that they are seen and actioned promptly by the relevant clinician
Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines
Maintain an up to date diary for the Nurse(s)/team
Inform relevant staff of cancelled and reduced theatre and outpatient sessions due to Nurse(s) leave, junior doctors leave, on-call commitments, CME, Audit and Directorate meetings etc
Provide support in respect of Consultants clinical audit responsibilities
Ensure outpatient referrals are managed in accordance with the Trusts Waiting List Policy
Ensure that clinic follow up administration is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list as appropriate and internal referrals to other Consultants/departments
Ensure timely typing and despatch of outpatient letters to GPs in accordance with Trust policy
Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner
Ensure that all results, reports and letters are actioned in accordance with Trust Policy and filed accurately in medical notes
Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence
Ensure Choose and Book referrals are processed in line with Trust Policy
Be responsible for liaising with the peripheral hospitals, admin and clinical teams to ensure all patients seen by the Consultants are registered on IPMS and treated in a timely manner
Supervise the training of support staff
The post holder will undertake any other duties commensurate with the role and grade for this post
Receive and deal with confidential and sensitive telephone enquiries from parents/carers of patients
Be able to handle patient complaints
Liaise with various departments and professionals within the hospital and outside agencies (eg Social Services, Police) via verbal and written communication
To be a team member within the office and able to multi skill within the various areas
To work closely with other admin and clerical staff within the directorate
GPs and Practice Nurses
Patients & relatives

FAQs

What are the main responsibilities of the Administrator Medical Secretary?

The main responsibilities include ensuring effective communication with the Dermatology team, managing clinic administration processes, handling patient queries, and maintaining accurate records while supporting the nurses and medical team.

Is previous experience in a medical setting required for this position?

While previous medical experience can be beneficial, it may not be a strict requirement. Familiarity with administrative tasks and a willingness to learn about medical processes are essential.

What types of communication will I be expected to manage in this role?

You will handle confidential telephone inquiries from patients and parents/carers, coordinate information with nursing and medical staff, and liaise with various departments and outside agencies.

Will I need to transport medical notes or records within the hospital?

Yes, part of the role involves transporting medical notes around the department using trolleys and ensuring they are prepared and organized for clinics.

How will I be involved in patient outcomes and clinic appointments?

You will assist in gathering data for clinics, notify patients of any delays, check patients in on the In Touch system, and manage outpatient follow-up administration.

Are there opportunities for professional development in this role?

Yes, there will be opportunities for professional development including training support staff and potentially taking on additional responsibilities as needed.

What is the culture like within the office and team?

The culture emphasizes teamwork, adaptability, and effective communication, requiring you to work collaboratively with other admin and clerical staff.

Will I work independently in this role?

Yes, you will need to work without direct supervision, making initiatives and managing your own workload effectively.

What tools or systems will I be expected to use in this position?

You will be using systems like In Touch for patient notifications, voice recognition technology for clinic administration, and various office tools for managing correspondence, data, and records.

Do I need to be involved in any specialized training for patient interactions?

Yes, you may take on additional roles such as being a Dementia friendly contact person and should be prepared to handle patient complaints empathetically.

University Hospitals Plymouth NHS Trust

Providing outstanding integrated care and making a difference to people's lives #1BigTeam

Science & Healthcare

Industry

5001-10,000

Employees

1998

Founded Year

Mission & Purpose

University Hospitals Plymouth NHS Trust provides a range of healthcare services across Plymouth and the surrounding areas, including acute and specialist medical care. Their ultimate mission is to deliver high-quality, patient-centered care, enhance health outcomes, and ensure safety. Their purpose is to improve the well-being of the community by offering exceptional clinical services, advancing medical research, and fostering education in healthcare.