Detailed job description and main responsibilities

•          Receive, manage and prioritise telephone and personal enquires, complaints, messages and information from patients, relatives, General Practitioners, Consultants, other medical staff and external organisations on behalf of Consultant and clinical team.  Deal with enquiries relating to the medical and social welfare of patients and relatives in a sensitive manner, referring to medical staff or other Healthcare Professionals where appropriate.  Provide empathy and reassurance to patients where necessary.  When responding to enquiries, ensure that relevant guidelines or protocols are followed

  -          Liaise with Admissions Department in respect of patients requiring hospital admission, ensuring that relevant information or instructions are communicated effectively.  Ensure that all relevant investigations are available prior to admission and in particular that any problem with the potential to delay admission/surgery is brought to the urgent attention of the relevant clinician/Elective Admissions Dept in line with the Trust’s ABC Policy.  On occasion to liaise with or organise input from other Clinicians prior to admission (eg anaesthetic assessment) or to co-ordinate arrangements where procedures require multidisciplinary input.

  -          Liaise with Reception Staff/Appointments Clerks etc regarding follow up appointments and the management of clinic templates via the booking app Manage the annual/study leave for consultants by ensuring that clinics/theatre lists are cancelled where necessary, and the relevant personnel are notified in respect of Consultant or other medical staff absence.  Be aware of access targets and ensure optimum use of vacant or cancelled clinic/theatre slots. Will be required to inform appropriate personnel of cover arrangements for Consultant or other medical staff

  -          Liaise with diagnostic services in arranging or expediting urgent or routine investigations and/or reports. Actively manage results to ensure patient pathways are maintained in line with 18-week ongoing pathways. 

  -          Retrieve and act upon correspondence received via e-mail. Open and prioritise postal correspondence (which is often of a highly sensitive and confidential nature) on behalf of medical teams ensuring that urgent correspondence receives prompt attention.  In the Consultant’s absence, the Medical PA is responsible for ascertaining which correspondence requires referral to an appropriate clinician for urgent attention. May be required to convey clinical/medical information to patients, medical, nursing, pharmacy or other healthcare staff, when instructed by, or with permission of medical teams/Consultant(s)

  -          Undertake self-supervision and effective self-organisation in terms of:

   

  a)   co-ordinating annual and other leave in co-operation with other PA’s,

        and with the approval of management;

  b)    Provide “buddy” cover for those on same banding at times of annual leave or sickness

  c)     liaising with other clerical staff to ensure fair distribution of work by mutual

  assistance;         

  d)    liaising with manager and other PA’s regarding any flexi-time arrangements within the office.

  -          Co-ordinate arrangements for urgent outpatient appointments/hospital admissions etc - liaising with wards, departments and other agencies as requiredEnsure that referrals are dealt with in accordance with Consultant’s guidelines and/or departmental or Trust protocols

  -          Make arrangements for Consultant to attend clinical conferences, seminars or other relevant events, as necessary, which may include booking travel and accommodation, forwarding remittance and arrangements for study leave.

  -          May be required to produce and circulate duty rotas/departmental contact lists.

  -          Maintain Consultant’s diary.  Keep records of medical staff leave and absence.  Book Medical Representative and other non-patient appointments as appropriate. 

   

  -          Co-ordinate arrangements for relevant clinical meetings, liaising with appropriate disciplines, ensuring that case-notes for discussion are available and that appropriate agendas or case summaries are prepared, produced and circulated as necessary.

   

  -          Complete Inter provider Forms (IPT) as and when required.

  -          Participate in the training and supervision of support staff within secretariat department which will involve planning and allocation of work, and checking of letters produced for accuracy and quality as appropriate

   

  -          Undertake all mandatory training and partake in own personal development process, undertaking any relevant training as identified.