Job Description 1. JOB DETAILS Job title: Medical secretary in the Gynaecology Department Accountable to: Deputy General Manager Managerially (if required) Senior Medical Secretary Location: Maternity Department, 2. JOB SUMMARY (A brief description of the main purpose of the post) To act as the focal point of communication for the Consultant and his/her team, confidentiality being the key issue at all times. To provide a high standard of secretarial and administrative support to the consultant, junior medical staff and their team and act as the focal point of communication for this team. To interact with other departments, patients and G.Ps. To assist in the organisation of the consultant’s workload and ensure effective use of manpower and resources to assist in the smooth running of the department. In undertaking the role of Medical Secretary, the post holder will be required to initiate their own tasks and prioritise work. 3. ROLE OF DEPARTMENT (The function of the department in which the post holder works) CLINICAL. The department of Obstetrics and Gynaecology serves an isolated population of 137,000. It is based at the West Cumberland Hospital, Whitehaven. There were 1252 deliveries in West Cumbria 2004, 97.6% in the maternity department. There is a 10% assisted vaginal delivery rate and a 22% Caesarean Section rate. The perinatal mortality rate for 2004 was 4 per 1000. An antenatal and post-natal ward supports the labour ward. The unit supports and encourages midwifery provided care. There is a five-day 12-bedded gynaecology ward providing care for major gynaecological procedures as well as emergency care and an Early Pregnancy Assessment service. Over 2700 general gynaecological referrals are seen each year together with over 600 colposcopy referrals. The department now provides the urogynaecology service for the whole of North Cumbria. Specialised clinics include a Rapid Access Clinic, urodynamics, infertility, problem pregnancy and a postmenopausal clinic. There are also peripheral clinics in Workington, Maryport and Milllom. 3. ROLE OF DEPARTMENT (continued) (The function of the department in which the post holder works) There are three full-time and two part-time Consultants, a Staff Grade, four Specialised Registrars and two senior house officers, working a 1 in 7 complete shift, provide the middle grade. There are three senior house officers working in shifts to cover 9 am to 9 pm. CLINICAL GOVERANCE The department offers consultant provided teaching session three times per week as well as an academic meeting each Thursday morning. There is a heavy commitment to risk management with weekly labour ward and risk management meetings, critical incident reviews, a monthly Risk Education meeting, regular labour ward meetings and North Cumbria Risk meetings and Labour Ward Forums. Multiple audits have been undertaken. Every three months an Obstetric emergency study day is held. MANAGEMENT. The department is a member of the Family Services Board. One of the consultants is Chair of the Family Services Board. There is a lead consultant and lead obstetrician. All are involved in monthly departmental, Family Services Board and North Cumbria divisional meetings. 4. ORGANISATIONAL CHART (Including in diagrammatic form to whom the post is responsible to and any posts which are responsible to the post holder) Chief Executive General Manager Site Medical Director Deputy General Manager Senior Secretary Medical secretary Consultant Obstetrician & Gynaecologist 5. KEY WORKING RELATIONSHIPS (The range of individuals and organisations the post holder has contact with, how regularly and for what purpose) • Nursing/Theatre staff – on a daily basis • Administration staff – on a daily basis • Consultants and other junior medical staff – on a daily basis • Medical Records staff – on a daily basis • Other medical secretaries – on a daily basis • Patients – on a daily basis • General Practitioners – on a daily basis • Staff at other hospitals – on a daily to weekly basis • Pathology Department/Radiology Department on a daily to weekly basis • Ambulance Liaison – on a daily basis • Medical Representatives – on a weekly to monthly basis • Clinical coding and Clinical Audit • Hospital Pharmacy and external Pharmacists • Trust management and their clerical staff • Local authorities, Social Services, Police 6. DUTIES AND RESPONSIBILITIES OF THE POST • Develop knowledge and understanding of routine secretarial tasks, such as arranging and checking appointments for clinics. Provide a complete secretarial service including word processing, filing, audio typing, photocopying and the composition of letters. Prepare straightforward responses and requests for the Consultant and designated medical staff as appropriate. • To type clinics, discharge summaries and other internal and external correspondence. This is highly specialised medical text and can sometimes be of a distressing nature. It can also be difficult to understand because of foreign accents. Compose letters in certain situations. This is done using the computer with frequent interruptions continually throughout the working day. Ensure outgoing correspondence is correct. • To provide first point of contact for patients, relatives, GP’s, hospital staff and other professional bodies for written and telephone enquiries on behalf of the Consultant and their team. Exercise discretion and initiative to ensure that this contact is sensitive and effective. This can involve providing and receiving highly complex information. Use experience and judgement to establish the validity and priority of the contact reducing the Consultants administrative workload where possible. • Open and action all consultant correspondence and respond accordingly. When the consultant is on annual leave the postholder is responsible for incoming clinical requests and deciding when to refer to a more senior person. • Keep the consultant’s diary and arrange appointments and meetings, co- ordinating non-clinical meetings to fit in with clinical commitments. • To manage telephone enquiries and enquiries in person from patients and patients’ relatives, who can be anxious, distressed and demanding. The ability to communicate in an easily understood and informative manner as this can often be of an extremely sensitive nature and requires a calm and easily understood manner, being as informative, sympathetic and reassuring as possible. • Manage and prioritise workload which requires a great deal of concentration and working through frequent interruptions which often requires changing task at short notice. Set out own priorities without any direct supervision whilst working under pressure and to strict deadlines. • Management of the Consultant waiting list and undertake all work in support of this, being aware of specified time frames, patient requirements (i.e. Consultant Anaesthetist and H.D.U. beds) and patient requests (school holidays, family/work commitments). Ensure patients are selected in order of priority and according to Trust policy. This includes urgent/soon category patients and patients listed for routine elective procedures. • Ensure maximum use of Trust resources by making sure all theatre lists and used to capacity. Compile theatre lists effectively to avoid wasted theatre/consultant time and cancellations, e.g. correct number/type of procedures in session and procedures/patients listed in correct order for theatre to take account of all relevant factors, e.g. diabetics, general/local anaesthetic, first or last on list, morning or afternoon list. Select from waiting list replacement patient for any theatre slot that becomes available due to short notice cancellation. • Prepare admission lists by contacting patients and all other relevant parties. Arrange transport for patients where appropriate. • Monitor and update waiting list information and keep appropriate staff informed of any changes. • Input information onto the Patient Information Services, Isoft. • Input information onto live theatre system (Surgi-Server) to ensure theatre is prepared for correct procedure, e.g. correct surgical instrumentation. Produce and distribute theatre lists. • Deal with situations which require a degree of negotiation\persuasion, e.g. request for extra theatre list\ITU bed\Consultant Anaesthetist, or request to expedite an urgent investigation. • Appropriate filing of letters and laboratory reports in accordance with the Trust requirements. Develop knowledge and understanding of high priority reports to ensure there is no delay. • Manage filing system and responsible for case notes in the postholders possession, dealing with them appropriately and sending them to the correct department when required, ensuring they reach clinics and wards on time. • Make decisions regarding cancellation/reduction of outpatient clinics in accordance with staff availability and notify necessary parties in accordance with six week clinic cancellation policy. • Secretary to the Family Services Board - responsible for co-ordinating papers for the meeting, taking and typing the minutes, producing an action plan and chasing up the actions thereof. This requires an understanding of the management structure and the clinical working practices of the medical staff. • Use initiative to take appropriate action as and when required, such as direct patient requests for infertility scans and follow-on treatment. Ensure the prompt return of all tests and reports required in support of consultant correspondence and if necessary expedite with relevant departments. Ensure all results are checked and initialled by a member of the medical staff. Inform consultant without delay of all tests/reports marked or notified as urgent. • Prepare laboratory samples for mailing to an external laboratory, liasing with them to ensure its safe arrival and then ensuring the result reaches the patient. This sometimes requires extreme sensitivity. • Co-ordinate to CEMACH (Confidential Enquiry into Maternal & Child Health) – co-ordinator for the Regional Maternity Survey Office of fetal, stillbirth, neonatal and post-neonatal deaths identifying which patients fit the inclusion criteria, making the Rapid Report initially, followed up with completed Survey Forms and subsequent post-mortems, reports etc. Similarly, coordinating all fetal abnormality and congenital malformations for NorCAS and for the Northern Multiple Birth Register –report all multiple births identified ante-natally, post- natally. • Complete and submit official forms to the Department of Health for certain treatments. • Type presentations and input databases using different software applications. • Make appropriate decisions on behalf of the Consultant with regard to force booking “urgent” outpatient appointments to minimise delay for patients. Deal with requests/queries from outpatient department regarding outpatient clinic bookings. • Order stock for stationery, photocopying and fax supplies. • Assist in the induction and training of new secretarial staff to the department, ensuring updating of the Job Guide, providing support and guidance. 7. WORK SETTING AND REVIEW (Who is responsible for setting and reviewing the work, the extent to which the post holder works unsupervised, and the extent to which they are free to act without direct reference to a more senior person) The workload is principally determined by the consultant’s own workload. The postholder initiates their own tasks, works unsupervised and manages and prioritises their workload. The postholder is free to act without direct reference to a more senior person. Once initial training has been completed there is no formal system in place for reviewing work. 8. INDIVIDUAL RESPONSIBILITIES The post holder is expected to:- • adhere to Trust policies and procedures and relevant legislation including the requirements of the any professional bodies • attend mandatory training as identified by the Trust 9. CONFIDENTIALITY The post holder must maintain the confidentiality of information about patients’ staff and Trust business in accordance with the Data Protection Act 1998 and Caldicott principles. 10. HEALTH AND SAFETY Employees must be aware of the responsibilities placed upon them under the Health & Safety at work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors. 11. RISK MANAGEMENT All staff have a responsibility to report all clinical and non-clinical accidents, incidents or near-misses promptly and when requested to co-operate with any investigations undertaken. 12. EQUAL OPPORTUNITIES The Trust has adopted an equal opportunities policy and all employees must be aware of their obligations to abide by the spirit and nature of the policy to avoid direct and indirect discrimination. 13. JOB DESCRIPTION AGREEMENT Post holder’s signature ……………………………………….. Date ……………………………………….. Line Manager’s signature ……………………………………….. Date ……………………………………….. PERSON SPECIFICATION North Cumbria Health Economy POST TITLE: Medical Secretary Factor Essential Desirable Qualifications GCSE English Language (minimum C Medical Secretary Diploma grade) or equivalent Medical Audio Typing Typewriting/Word Processing RSA III or Medical Word Processing equivalent Shorthand Good educational background NVQ3 Business & Admin Experience Minimum two years recent secretarial Medical Secretary experience experience Working experience of operating word processing and computer packages Knowledge Computer literate Knowledge of medical terminology Understanding of the requirements of the Knowledge of Microsoft Office Data Protection Act, Freedom of Knowledge of PAS Information Act, Access to health Records and Defensible Documentation, Health and Safety and their application in the workplace. Skills and Excellent communication skills both Aptitudes written and verbal Able to analyse complex facts or situations Able to work on own initiative within team environment Able to work without supervision Ability to organise and prioritise own workload Able to work under pressure Other Professional approach requirements Pleasant Manner Enthusiastic Helpful Calm under pressure Willing to learn PERSON SPECIFICATION AGREEMENT Post holder ……………………………………….. Date ……………………………………….. Line Manager ……………………………………….. Date ……………………………………….. Each of the above points should be considered in the light of minimum requirements listed in the job description.