Specialist Medical Secretary

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·         Responsible for providing a comprehensive specialist secretarial service for all Consultant Histopathologists and Specialist Registrars, including word processing, filing, audio typing, photocopying, clinical coding and the composition of specialist clinical and post mortem reports, letters, agendas, minutes etc., using discretion and experience to prioritise workload and ensure urgent work is dealt with promptly.

·         Responsible for maintaining a diary of appointments and information relevant to the Consultant Histopathologists and Specialist Registrars, and to assist in the coordination of activities.

·         Responsible for accurate and timely transcription and accurate presentation of all specialist clinical histology & cytology requests and reports, and post mortem reports, which require a specialised knowledge of medical terminology and procedures, and the accurate input of clinical diagnostic codes.

·         Responsible for ensuring that all test results are authorised on a regular basis by a member of the Medical Staff, as determined by the Consultant Pathologist, and that all appropriate results are readily available and are distributed to the relevant individuals and/or agencies.

·         Responsible for maintaining an efficient Cellular Pathology office systems tracer system for all case notes & ensure that case notes are correctly maintained following guidelines.

·         Responsible for sorting, distributing and prioritising incoming mail for Consultant Histopathologists, & Specialist Registrars, using judgement and experience to prioritise and disseminate information and to action requests.

·         To be the first point of contact for written and telephone enquiries from patients, relatives, General Practitioners, Consultants and other medical staff and other external organisations, and to exercise initiative, judgement and sensitivity, often in the absence of the pathologist, in dealing with and prioritising these enquiries.

·         To co-operate, as required, with other members of the Consultant Medical Staff and their teams of Junior Medical Staff, senior Managers, departments within Victoria Hospital and Community hospitals, other Trusts, General Practitioners and other external organisations as necessary.

·         Co-operate fully in appropriate collection, input and retrieval of clinical information into information systems in use within the Trust, maintaining confidentiality and data protection at all times.

·         Responsible for arranging relevant clinical meetings, making out the lists of cases to be discussed at each meeting, notifying the biomedical scientists of the material required, sending out copies of agendas to the Consultants, arranging catering and taking and transcribing minutes.

·         To participate in departmental audits, service and efficiency reviews, and co-operate with the introduction of technology, methodology, performance and organisational improvements.

·         To co-ordinate staff rosters and annual leave with other specialist secretaries, Consultants and the Head of Department.

·         Work flexibly when Medical Secretary colleagues are absent to uphold continuity of secretarial service and to provide cover during periods of annual/sick leave.