UHWN Medical Secretary

***********PLEASE COMPLETE THE APPLICATION FORM FULLY, CV'S ARE NOT ACCEPTED**********

Principal Duties and Responsibilities

The position of Medical Secretary Grade IV encompasses both managerial and administrative responsibilities which include the following:

• Responsible for the administrative management of outpatient clinics, admissions and day cases for the relevant clinician.
• Responsible for the accurate typing of correspondence to other medical practitioners and clinicians.
• Management of patient charts.
• In consultation with line manager, conduct audits of procedures within the department to ensure best practice.
• Preparation and completion of statistical data relevant to the speciality.
• Ensuring the management of cancelled, reschedules and D.N.A appointments on a daily basis (customise to suit individual hospital).
• Responsibility for managing the Inpatient Waiting List on IPMS (Inpatient Management System) in line with the National Guidelines for scheduling of patients for surgery
• Responsibility for managing the Outpatient Waiting List on IPMS (Inpatient Management System) in line with the National Guidelines for scheduling of patients for clinic appoin
• Liaising withrelevant staff of the department concerning any difficulties or queries regarding clinical information.
• Communication with the department and to next level of the organisation.
• Communication with patients, Consultants and General Practitioners.
• Responsible for maintaining confidentiality of data, including patient information.
• Maintain quality standards and policies.
• Monitor and evaluate procedures within own area of responsibility to ensure a client centred quality service is delivered and strives to ensure full compliance with best practice.
• Making decisions within clearly defined policies.
• Ensuring compliance with Freedom of Information legislation as it applies to the post of medical secretary.
• To act as appropriate as secretary to other groups or committees as may be required, from time to time.
• Managing the performance, accuracy and efficiency of workload associated with duties and responsibilities of the grade of medical secretary.
• Planning, organising and prioritising tasks assigned by the Line Manager and setting objectives for completion of these tasks/duties.
• Ensuring that area goals are met on a daily/weekly/monthly/annual basis.
• Interpretation and implementation of Hospital and Health Board policies and procedures.

Administration

• Ensure the efficient day-to-day administration of area of responsibility.
• Ensure deadlines are met and that service levels are maintained.
• Ensure an even distribution of workload among team, taking into account absence due to annual leave etc.
• Support the preparation and issuing of office documentation (correspondence, reports, etc) to the highest possible standard by monitoring and reviewing team work to ensure quality and accuracy.
• Use appropriate technology to ensure work is completed to a high standard.
• Ensure that archives and records are accurate and readily available.
• Maintain confidentiality of documentation, records, etc.
• Ensure line management is kept informed of issues.
• Ensure that the service is kept informed and that their views are communicated to middle management.
• Organise and attend meetings as required.
• Take minutes at meetings and prepare for circulation following meeting.
• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

Customer Service

• Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying supervisor of any deficiencies.
• Ensure that service users are treated with dignity and respect.
• Act on feedback from service users/customers and report same to supervisor.

Service Delivery and Improvement

• Implement agreed changes to administration of the service.
• Encourage and support staff through change processes.

Standards, Policies, Procedures and Legislation

• Maintain own knowledge of relevant HSE policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met by own team.
• Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts etc.
• Ensure consistent adherence to procedures within area of responsibility.
• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc and comply with associated HSE protocols for implementing and maintaining these standards.

The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.