Medical Secretary

Job Description

Working Days and Hours: Monday to Friday, 9am to 5pm, 37.5 hoursAudio Typing: 50% of workload is Audio TypingJob PurposeTo provide both clerical and administrative support to the Cellular Pathology department and various different health professionals. The post holder will be involved in the audio typing of clinical reports, and the coordination and implementation of officeprocedures.Duties

• To use the laboratory data bases, Open Exeter and other data sources to provide information relevant to the cervical screening programme.
• To ensure that accurate data is entered onto the LIMS and to take the necessary corrective action when data inaccuracies are identified.
• To comply with local and national policies for the safe, secure and confidential processing and storage of patient and other laboratory information.
• To provide clerical support to the Consultant staff and non-medical staff
• Responsible for typing reports into the computer system using audio dictation and copy typing or any other digital dictation device, as required.
• To assist the laboratory with the production of timely and accurate reports from diagnostic samples.
• To ensure that diagnostic reports are issued to the requesting clinician in an accurate and timely manner.
• To ensure that manual and electronic correspondence is addressed in a timely fashion.
• To ensure that efficient electronic and paper filing systems are maintained to facilitate effective data retrieval.
• To ensure that all incoming telephone calls are answered or referred as appropriate to the relevant personnel.
• Responsible for ensuring that all referral reports returned from external hospitals are entered on the LIMS, distributed to relevant clinicians and filed accordingly.
• To perform other clerical work within the department, this also includes the typing of letters/communications and updating the send-aways database using Microsoft office.
• To communicate with colleagues, healthcare professionals and patients in a polite and courteous manner, showing the degree of professionalism expected.
• To ensure that stocks of stationary are maintained.
• To ensure that non conformities are recorded, investigated and that corrective action is taken if work fails to meet the specified standards.
• To be aware when to escalate non conformities and other issues to management.
• To ensure that policies and procedures relevant to the job role are regularly reviewed and updated as required.
• To be aware of, and work to, appropriate accreditation standards (e.g. UKAS, HTA etc.).
• To ensure that any audits directed by the management are undertaken.
• Maintains awareness of Trust and Departmental Policies and their application.
• Participates in Annual Joint Review conducted with reference to Job Description and departmental Quality Objectives

Knowledge, Skills and Experience

• Substantive experience in working with computer systems
• Experience in using databases
• Previous office/secretarial experience
• Experience of working to deadlines
• Extensive Typing skills including audio typing
• Supervisory and training skills
• Ability to work with large volumes of data entry.
• Able to build and develop working relationships with colleagues within and outside the Trust.
• Knowledge of Health & Safety