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We are looking for an experienced medical secretary to provide maternity cover within our Cardiac Surgery team at Harefield, working alongside the Consultant/s and junior doctors to provide an efficient and effective medical secretarial service.

You will work closely with your Consultant/s,organising their electronic calendars and assisting them with the efficient management of their duties.

This is an extremely busy role and therefore you will need to be calm and efficient, have good organisational skills, be able to multi-task and be an excellent communicator. Experience of using EPIC or similar system would be an advantage.

To carry out all secretarial and administrative duties to provide an efficient and effective medical secretarial service to the Cardiac Surgery team, including the designated Consultant/s and junior doctors.

To work closely with the designated Consultant/s, ensuring their electronic diaries are kept up to date and assisting them with the efficient performance of their duties.

To facilitate provision of information relating to appointments and admissions for patients.

To provide cover for other medical secretaries within the Heart Division, with specific cross-cover within the Cardiac Surgery team.

Managing in-basket within EPIC to ensure timely completion of clinical correspondence routed via the EPIC system.

Using EPIC to register new patient details and log all new referrals received.

To be involved in the management of the Single Point of Referral (SPoR) process for all incoming cardiac surgery referrals to the Trust via a shared mailbox, working alongside the other surgical secretaries on a daily rota basis to ensure the efficient management of the shared mailbox.

Manage Consultant/s outreach clinics and ensuring smooth flow of subsequent patient pathway for surgery, including retrieval of necessary documentation and imaging.

Any other duties that may be required to help support the Consultant/s and their teams.

You will be working as part of a small team of medical secretaries within the Cardiac Surgery Department . You will therefore need be an excellent team player but also have the ability to work independently. You should be pro-active, adaptable and able to multi-task so excellent organisational skills are essential. You should be computer literate with a solid background of medical secretarial experience preferably within a hospital environment. Medical terminology (AMSPAR or equivalent) is desirable.

Subject to the demands of the role and service requirements, hybrid working can be considered after an initial induction period.

The Trust has recently undergone an ambitious programme of digital transformation with the launch of EPIC in October 2023.

Provide a full secretarial and administrative service to the designated Consultant/s and their junior doctors. Consultant/s can be working cross-site and therefore effective diary management is essential in this role.

Deal with telephone and email queries and provide non-clinical advice regarding patient care and appointments/admissions to patients, Trust staff, GPs and referring Cardiologists.

To act as first point of contact for patients and their families seeking information and support. You must be able to triage calls appropriately as well as deal sympathetically with people who may be bereaved, distressed or angry using empathy, tact and discretion. Assessing priorities and initiating action as required.

Liaise with Outpatients to arrange appointments for patients and with other relevant departments to arrange investigations for patients and ensure patients are involved accordingly. This can involve multiple bookings for individual patients which require co-ordination.

Liaise with external agencies (GP, hospitals, DVLA, DWP) and facilitate provision of reports/results from the surgical team.

To assist resolving informal complaints and support the formal complaints process where necessary

Liaise with staff in other hospitals to help co-ordinate Consultant/s outreach clinics.

This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the post holder.