Job Summary
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The role of a Clinical Secretary in the Directorate Structure is to provide administrative support for clinical services. This includes scheduling clinic appointments, preparing clinical paperwork, tracking new referrals, and maintaining departmental files and records.
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Responsibilities
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* Assist in the overall smooth running of the office.
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* Schedule clinic appointments for Nurse Led Clinics daily and Consultant Led Clinics.
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* Prepare clinical paperwork for Nurse Led and Consultant Led clinics.
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* Tracking all new referrals onto BHIS.
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* Open and sort mail, schedule meetings, maintain departmental files and records, collect and record information on hospital and departmental databases ensuring the integrity of data, compile and distribute reports, monitor and maintain office equipment and supply inventory.
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* Contact patients prior to their appointment to confirm attendance and thereby prevent DNA's.
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* Clinic documentation: Ensure all appropriate documents, tests/results requested by General Practitioners, Referring Consultants, Referring Hospitals, and any other tests or procedures performed on a patient outside Beaumont Hospital are obtained and available on patient charts for clinic.
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* Outpatient Clinics: Clinic Preparation, pull, prepares and sits Nurse Led & Consultant Led clinics located in IKA Beaumont Hospital.
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* Provide cross-cover within CCAD Directorate as and when directed by Directorate Support Supervisor and/or Manager.
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* Provide reception/clerical support dealing with queries and following through on requests for both Nurse Led & Consultant Led clinics.
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* Typing: T-pro, transcribe and type materials to include all correspondence on clinics and notes where applicable.
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* Proof reading, editing material for grammar, punctuation and spelling.
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* Email: Monitor departmental email, and manage queries through to completion.
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* Office etiquette: Be punctual, pay attention, be mindful, courteous and communicate with professionalism at all times.
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* Maintain good office procedures, sort and distribute post, order and maintain appropriate stationery level in the office.
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* Assist in the overall smooth running of the office.
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* Handle all external & internal telephone enquiries professionally.
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* Mandatory training is up to date at all times.
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* Undertake training when deemed necessary to ensure efficient work practices.
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* Handover: Ensure you give/receive an efficient hand over to colleagues prior to any leave.
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* Technology: Use appropriate technology to ensure work is completed to a high standard. Ensuring integrity of data quality through accuracy of data input when registering or updating patient details on the BHIS with any additional information or changes to biographical data (Change of address, change of mobile number, NOK, GP, referring hospital etc).
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* Liaise with assigned Nurse for daily clinical queries and retrieving outstanding any information.
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* Communicating the outcome of patients Preassessment to centralised waiting list office, saving waiting list cards on the corporate file share and updating BHIS with POA and maintain departmental database daily.
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* Support a departmental email service, on a continuous basis.
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* Support a departmental phone and voicemail service.
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* Liaise with patients to provide information in relation to clinic appointments, what the Anaesthetic Service entails and handle relevant patient queries.
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* Liaise on a regular basis with Anaesthetic Consultants to ensure highest quality care for patients.
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* Liaise and support NCHDs in relation to the Pre-operative Consultant Led Clinic and the service provided by the Pre-operative Department.
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* Liaise with MDT within the hospital, e.g. consultants, NCHDs, Clinical Secretaries, Admissions, Subadmissions, etc.
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* Liaise with supporting departments, e.g. Cardiac Investigations, Pulmonary Function, Phlebotomy, ECG, Radiology for results and appointments.
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* Outsourcing of investigative tests to other hospitals.
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* Liaise with external hospitals, health care providers and GPs.
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* Responsible for General Office Duties, e.g. filing, scanning, post, supplies, etc.
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* Support new practices and procedures.
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* Drafting of SOPs.
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* Any other ad hoc duties requested by consultants and managers.
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Required Skills and Qualifications
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* The ability to communicate effectively both orally and in writing and provide empathy in difficult situations is necessary.
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* The ability to transcribe, and edit data using a computer is essential.
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* Should be able to work on own initiative and run to constant deadlines.
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* Excellent organisational skills required.
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Benefits
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This role offers the opportunity to work in a dynamic and fast-paced environment, providing administrative support to clinical services. The successful candidate will have the chance to develop their skills and experience in a variety of areas, including clinic administration, patient communication, and document management.
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Others
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Please note that this job description is not exhaustive and may be subject to change. The successful candidate will be required to undergo training and development opportunities to ensure they meet the requirements of the role.