Administrator Medical Secretary - Plymouth, United Kingdom - University Hospitals Plymouth NHS Trust

University Hospitals Plymouth NHS Trust
University Hospitals Plymouth NHS Trust
Verified Company
Plymouth, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

An exciting opportunity has arisen within the Dermatology Directorate for a full time, Band 3 Administrator Medical Secretary to join the nursing and clerical teams based at Rowan House.

The post will be 37.5 hours a week working Monday to Friday.

We are looking for an enthusiastic, capable and motivated individual to join our team.

The post-holder will be working closely with clinical and administrative colleagues to ensure tasks are completed to a high standard to ensure the smooth running of the service.


Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.
Ensure effective communication with all members of the Dermatology team.

Ensure that all administration processes are dealt with in accordance to Trust Waiting list policies

Required to cover for other colleagues during annual leave/sickness or peak workloads.

Ensure that appropriate clinic follow up is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list

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.

To type up and send letters from nurse led clinics.

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. This is vital as the unit has daily telephone queries from patients on systemic drugs etc.


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.

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

  • 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 xray results, blood results for patients attending clinics.
  • To receive and coordinate patients telephone queries with the appropriate member of nursing/ medical staff. This is vital as the unit has daily telephone queries from patients on systemic drugs etc.
  • 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 checkin 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
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