Medical Secretary 11 month FTC - UPMC Cleaboy - Waterford
Location: Cleaboy Business Office - Unit 4
Job type: Fixed Term
Overview of role
The Medical Secretary team provide administrative support to a selection of Consultants across a number of specialities in UPMC Cleaboy. Responsible for the efficient processing of all the Consultant's practice, patient pathway, and excellent patient experience throughout the Hospital.
Primary Duties and Responsibilities
Key Responsibilities
* To be responsible for the medical secretary function for the Hospital suites. To meet, greet and book in patients on the day of the clinic in an efficient manner.
* Have a clear understanding of the patient pathway throughout the Hospital.
* To provide an efficient service in setting up and expansion of clinics as required. This will involve promptly dealing with phone calls, and referral letters from GP's. Contacting patients regarding appointment times and fees to be paid.
* To request and gather information from other hospitals as required by consultants, such as scans, histology reports, pathology reports, etc.
* To handle cash payments for the consultants and ensure same is entered on the system and balanced daily. To ensure that all billing of patients takes place on a prompt and regular basis and all patient accounts are kept up to date.
* To complete any medical reporting required after consultations have taken place in a timely manner and ensure copies are sent to referring GP's and Consultants.
* To deal with any patient enquiries as they arise as promptly as possible.
* To maintain proper and efficient filing systems for each consultant as required. Keep the practice software always updated (Imeddoc/TPRO).
* To liaise with and maintain an excellent working relationship with other members of the hospital multi-disciplinary team ensuring a high level of patient service is maintained.
* To work closely with the hospital referrals and scheduling teams strictly adhering to the hospital booking policy to ensure that all patients are booked within the correct timeframe.
* To answer telephone calls in a polite, courteous, and professional manner, taking messages or distributing calls as appropriate. To carry out any training duties as necessary for relief staff / work experience staff for holiday cover.
Personnel
* Follow uniform policy reference
General
* Through the course of the working day or week there maybe a requirement to work in other areas of the hospital in line with patient requirements as requested by your line manager/deputy or nurse management.
* Staff must produce satisfactory documentary evidence of all training and experience claimed by them, if required to do so by the organisation.
* To respect the organisational values of the Hospital.
Quality & Safety - Safe Culture
* Quality and Safety are rooted in the daily work of all an employee you are required to actively participate throughout your working day in pursuit of excellence.
* You are required to work in conjunction with your line manager in the planning, monitoring, analysing and improvement of all quality programmes.
* Participate in the development of performance indicators in conjunction with your department manager and the business objectives.
* Initiates, participates in and evaluates audit according to JCI, Hospital policy and Lean requirements under the guidance and supported by an audit lead.
Health & Safety
* UPMC employees are required to ensure that they take reasonable care to protect their own safety, health and welfare and that of any other person who may be affected by their acts or omissions.
* Employees must co-operate with UPMC to ensure safety, health and welfare at work and report anything potentially dangerous at work of which they become aware. Staff are expected to abide by guidelines/policies and all Incidents and near misses.
* All employees are required to attend an education sessions on Fire Health & safety on an annual basis.
Information Governance
* In the course of your employment you may have access to, or hear information concerning the medical or personal affairs of patients and / or staff. Such records and information are strictly confidential, unless acting on the instructions of an authorised officer, on no account must information concerning staff or patients be divulged or discussed except in the performance of normal duty. In addition records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required.
Qualifications & Experience
Qualifications
* Medical Secretary or Business Secretarial Qualification desirable.
Experience
* Minimum of 2 years experience in a similar role.
* Previous experience working within a healthcare setting or similar is advantageous.
* Excellent knowledge of Microsoft Office Packages.
* Experience of Immeddoc and TPRO desirable.
Job Specific Competencies and Knowledge
* Have excellent administrative and organisational skills.
* Knowledge of general office procedures is essential.
* Proficient knowledge & use of Microsoft packages is essential.
* The ability to work in a fast paced customer based environment.
* Have experience in change management
* Will have a willingness to continuously improve under the lean thinking strategy.
Personal Competencies
* Have excellent interpersonal skills and the ability to communicate effectively with management, consultant staff & patients, the public and outside agencies.
EqualOpportunity Statement and Benefits
UPMC is an equal opportunity celebrate diversity and are committed to creating an inclusive environmentfor all employees.
Compensation
* Competitive pay for the work employees do - base pay, performance related payand premium pay where applicable.
Benefits
* Fully paid maternity and paternity leave for new parents.
* Competitive PensionPlan, company funded Death in Service Benefit x 3 times.
* Critical Illness cover for all employees up to the age of 66.
Performance and Recognition
* Rewards for performance that supports the goals and mission of UPMC through our annual ACES programme.
Work-Life Balance
* Enhanced annual leave up to a maximum of 27 days.
* Flexible working opportunities to support you to work around external family commitments.
Development and Career Opportunities
* Opportunities for each employee to reach their career goals through continued learning and/or advancement.
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