Medical Secretary - Liverpool, United Kingdom - Liverpool University Hospitals NHS Foundation Trust

Liverpool University Hospitals NHS Foundation Trust
Liverpool University Hospitals NHS Foundation Trust
Verified Company
Liverpool, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
To provide a comprehensive service to the consultants and speciality teams, with the minimum of supervision. Organise your own workload and co-ordinate activities with other medical secretaries to ensure that an efficient service is provided.

It is essential that you show initiative commensurate with the role, and it is vital that confidentiality should be maintained at all times.

Ensure cross cover working where possible.

To provide a comprehensive service to consultants and speciality teams.


Manage tracking systems for Biopsy and Imaging ensuring clinicians are informed of reports on CRIS and ensuring relevant team is informed for booking of follow up / review appointments in a timely manner.

Mentor, train and supervise relevant staff as required.


Support the Management Team by preparing presentation documents using relevant packages and arranging meetings, circulate agenda/supporting papers as appropriate, and take minutes at meetings.

Type dictation from audio transcription of clinical correspondence and documentation.


Work from initiative using own judgement, acquired knowledge and tact to deal with queries and resolve situations or refer to appropriate person.

Deal with enquiries either on the telephone or face to face from patients, consultants, nursing team and colleagues appropriately.

Ensure all correspondence relating to patient care is acted upon in a timely manner.

Obtain information as requested by line manager.


Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.

Train new and junior members of the team within own work area as required by line manager.

Attend appropriate training and education sessions at the request of manager.

  • Any other duties required by line manager


Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.


The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.

The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.


It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.


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  • Typing cross cover to help other specialities as/when needed.
  • Answer telephone pick up calls for other specialities when needed
  • Cross cover of band 4s when needed to cover leave/sickness including Minute taking
  • Casenote request for Audits if asked to do so by clinician
  • Pick up band 4, band 3 and band 2 duties during leave and sickness (Issue letters and post out letters/clear desk/request casenotes and file letters or results/ deal and assist with clinician queries etc)
  • Training of new staff (Band 4, Band 3)
  • Chase clinicians to approve letters and flag up when pigeon hole is getting full
  • Manage NHS.Net and internal Admin inbox to ensure that this is picked up
  • Organising meetings (including getting the agenda, sending out diary invites and reminders, typing up minutes and action tracker in a timely manner)


  • Take Minutes

  • Clinical Service Meetings and any other specialty meetings
  • Ordering stationary (paper, envelopes etc)
  • Manage databases (Biopsy Tracker/ RFF tracker/ Wales implant tracker / New patient database/ Haematology and oncology tracker/ Clatterbridge / Imaging tracker and any other trackers that are implemented.
  • Opening incoming post and allocate to relevant clinicians
  • Check discharges have been done on IPM when letters say discharge on letter. Close referral if not done already.
  • Consultant queries/requests
  • Ensure all letters have been approved for all clinicians for current area
  • Uploading Photographs/ deleting SD card/sending to print
  • Phone patients to get bloods to be done as instructed from Clinicians
  • Chase up medical Synopsis, chase up blood results/path reports/histology's from other trusts.
  • Getting results from CRIS system, ordering xrays, cone beam reports
  • Rejection Letters and discharging from IPM
  • Request casenotes for filing/ for consultant queries/reports etc
  • Filing of letters / results
  • Manage IPM Waiting lists
  • Arrange rotas and circulate
  • SAR requests
  • Prescription requests
  • Book in casenotes for typing and allocating them to specialities for typing.
  • Check LIGHT system for speciality awaiting follow up list and check letters to see if patient is to be discharged. Discharge and close referrals on IPM.
  • Manage Speciality awaiting approvals on EPRO report from LIGHT
  • Manag
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