Jobsxl | Total Jobs Online

The role of the Medical Secretary is to provide a comprehensive secretarial, administration and information service to the Consultant in respect of his/her NHS work and to the supporting medical team. The role comprises a wide range of specific duties and requires competence in word processing, keyboard skills, audio-typing, communication and organisational skills.

Qualification to AMSPAR Medical Secretary Diploma level or equivalent is highly desirable, as are transcription skills and knowledge and understanding of medical terminology. An ability to understand the need for and to maintain confidentiality is essential.

• Transcription and production, from digital dictation of typewritten reports/correspondence, using word processing packages.


• Open and prioritise correspondence (which is often of a highly sensitive and confidential nature) on behalf of consultant ensuring that urgent correspondence receives prompt attention.


• Print, distribute and file clinic letters and correspondence in community notes.


• Process case-notes of patients discharged, follow through ongoing care plans as indicated in notes.


• Ensure that relevant investigation results received after patient’s discharge are communicated to GP’s where appropriate.


• Ensure that discharge summaries and other time-sensitive information are dictated and typed within designated time limits.


• Receive and prioritise telephone enquires, complaints, messages and information from patients, relatives, GPs, Consultants and external organisations on behalf of Consultant and clinical team.


• Deal with enquiries relating to the medical and social welfare of patients and relatives in a sensitive manner, referring to medical staff or other Healthcare Professionals where appropriate.


• Respond to enquiries from patients and Healthcare personnel as appropriate.


• Manage patient investigation results. Check all incoming laboratory/radiology results, ensuring that abnormal results are communicated promptly to appropriate Clinician.


• Input and extract data from Electronic Patient Record (EPR) and other relevant software programmes (e.g. ICE, Winscribe etc.)

Our organisation is driven by our strategic objectives and organisational values and we look for people who are strongly aligned to them. In line with ELHT's People Strategy we recognise the value brought to the Trust by our staff, and the link that exists between an engaged, happy workforce, and the quality of care they are able to deliver to supporting patient care.

• Transcription and production, from digital dictation or shorthand, of typewritten reports/correspondence, using word processing packages, for the Consultant’s team, which may include outpatient reports, discharge summaries and other relevant clinical and non-clinical correspondence.


• Open and prioritise correspondence (which is often of a highly sensitive and confidential nature) on behalf of consultant ensuring that urgent correspondence receives prompt attention. In the Consultant’s absence, the Medical Secretary is responsible for ascertaining which correspondence requires referral to an appropriate clinician for urgent attention.


• Print, distribute and file clinic letters and correspondence in community notes.


• Retrieve and act upon correspondence received by e-mail.


• Process case-notes of patients discharged, follow through ongoing care plans as indicated in notes. Allocate notes to relevant clinician for dictation, or ensure that any standard letters are completed as appropriate. Ensure that follow up appointments or referrals to other specialties are arranged where necessary.


• Ensure that relevant investigation results received after patient’s discharge are communicated to GP’s where appropriate, particularly where treatment may be required.


• Ensure that discharge summaries and other time-sensitive information are dictated and typed within the designated time limits.


• Receive, manage and prioritise telephone and personal enquires, complaints, messages and information from patients, relatives, General Practitioners, Consultants and other medical staff and external organisations on behalf of Consultant and clinical team. Deal with enquiries relating to the medical and social welfare of patients and relatives in a sensitive manner, referring to medical staff or other Healthcare Professionals where appropriate. When responding to enquires, ensure that relevant guidelines or protocols are followed.


• Respond to enquiries from patients and Healthcare personnel as appropriate. Provide empathy and reassurance to patients where necessary. May be required to convey clinical/medical information to patients, medical, nursing, pharmacy or other healthcare staff, when instructed by, or with permission of Consultant.


• Manage patient investigation results. Check all incoming laboratory/radiology results, ensuring that abnormal results are communicated promptly to appropriate Clinician. Ensure all reports are seen and signed by Clinician prior to filing in case-notes. Retrieve patient results from ICE system, ensuring that results are available as soon as possible. Responsible for chasing up missing results. Maintain systems for monitoring and retrieving outstanding investigations. May be required to instigate appropriate referrals to other disciplines in respect of specific abnormalities in line with Departmental protocols.


• Participate in the training and supervision of Audio Typists, which will involve planning and allocation of work, and checking of letters produced for accuracy, as appropriate.


• Undertake self-supervision and effective self-organisation in terms of:

1. Co-ordinating annual and other leave in co-operation with other secretaries, and with the approval of management
2. Liaising with other secretaries to ensure fair distribution of work by mutual assistance .
3. Liaising with manager and other secretaries regarding any flexi-time arrangements within the office.

• Establish and maintain efficient office systems, including filing systems and maintain a booking out and/or booking in system for case-notes.


• Co-ordinate arrangements for urgent outpatient appointments liaising with departments and other agencies as required.


• Maintain confidentiality at all times, ensuring that information is only divulged to authorised sources and by appropriate means.


• Input and extract data from Electronic Patient Record (EPR) and other relevant software programmes, which may be Trust-wide or specialty specific (e.g. ICE, Winscribe etc.)


• Liaise with Reception Staff/Booking Clerks etc regarding follow up –appointments.


• Liaise with diagnostic services in arranging or expediting urgent or routine investigations.


• Generate correspondence and take appropriate action, in line with Trust policy, in respect of patients who fail to attend.


• Ensure that referrals are dealt with in accordance with Consultant’s guidelines and/or departmental or Trust protocols.


• Maintain Consultant’s diary. Keep records of medical staff leave and absence.


• Ensure that clinics are cancelled where necessary, and the relevant personnel are notified in respect of Consultant’s or other medical staff absence. May be required to inform appropriate personnel of cover arrangements for Consultant or other medical staff.


• Type medico-legal summaries, maintain medico-legal files and liaise with legal department in respect of medico-legal cases.


• Distribute and/or duplicate appropriate information using photocopier, or e-mail.


• Responsible for safe use of, and basic maintenance of office equipment/machinery.


• To provide cover for office in the absence of work colleagues during any absences of leave.


• Attend all mandatory training.