Job Description

Job Overview

About Us

Modality LLP is a large-scale healthcare provider of NHS and Private Outpatient Services, dedicated to delivering high-quality healthcare to our valued patients. We pride ourselves on a patient-centric approach, combing cutting-edge technology with compassionate care to ensure the best possible outcomes. As we continue to grow, we are seeking a talented and motivated Medical Secretary to join our dynamic team.

Our community outpatient services manage a wide-range of conditions that would otherwise be referred to secondary care. Our team of consultants, GPwERs, specialist nurses are able to provide patients with rapid access to specialist opinion from a choice of locations across Sandwell, Walsall and Birmingham. This role will support the continued growth of these services, enabling patients to receive a wider range of treatments within the community setting.

As an employee with us you can benefit from

Enrolment to the NHS pension scheme

Annual leave minimum 27 days, plus 8 days bank holiday pro rata

Employee discounts and benefits scheme

Employee assistance programme (EAP)

Education and career pathways

Enhanced Family friendly policies

Flexible working

Wellbeing support and initiative

If you are ready to take on an exciting challenge and contribute to the success of Private Outpatient Services, we would love to hear from you.

Main Duties of the job

Medical Secretaries will support the clinical teams, Admin Team Leaders and other managers in ensuring the speciality is able to deliver safe and effective services whilst also ensuring compliance with contractual access targets e.g. 18 weeks RTT target and other contractual targets for keeping DNAs to a minimum and issuing clinical correspondence within a set timeframe.

Overview of your organisation

Modality LLP is a provider of NHS community outpatient services within a number of regions across the UK.

Our service offer and expertise include:

Over 15 years of experience of delivering community outpatient services Contracts with ICBs and hospital providers A diverse clinical workforce of consultants, GPs with extended roles, specialist nurses and allied health professionals Delivery of over 120,000 patient consultations per year Delivery of 1st consultations within a maximum of 4 weeks from referral from a choice of community locations, 7 days per week
Modality LLP is an Equal Opportunities Employer and is committed to ensuring equal employment opportunities for all our potential applicants in line with the Equality Act, 2010.

Key Responsibilities:

1. Co-ordinate, monitor and initiate appropriate changes within administrative processes along the patient pathway to ensure the patient's journey is managed efficiently, smoothly and in accordance with targets and agreed timescales.

2. Utilise computerised tracking systems to locate patient notes and investigation results.

3. Liaise with teams outside of the speciality e.g. referring GPs where appropriate to ensure a seamless patient journey.

4. Ensure patient information is maintained and updated on the appropriate patient information system.

5. Provide reception duties to support community services clinics, as required

6. Enter patients onto waiting lists and clinics, ensuring all demographic details are correct (addresses, phone numbers, GP details etc.) updating correctly on clinical/data systems as necessary.

7. Accurately record activity and performance data on to clinical/data systems - including the use of Excel Spreadsheets.

8. Undertake the administration of follow up management, transfers and discharge of patients using the appropriate systems.

9. Support the smooth running of the department including general office duties, photocopying, filing, dealing with mail, i.e. referral letters and consultant correspondence and diary management.

10. Support delivery of core administrative tasks, i.e. generating consultation letters, adding patients to waiting lists, processing onward referrals or two weeks wait referrals, etc

11. Monitor patient attendance to appointments and re-arrange/book further appointments as required.

12. Participate in the validation of system data to ensure that the data held is up-to-date and accurate and recorded appropriately e.g. patient pathway audits

13. Maintain an understanding of the booking rules and ensure full adherence to specialty protocols

14. Liaise with the appropriate clinical and clerical staff regarding DNAs and cancellations, taking appropriate action to ensure patients are managed appropriately.

15. Deal with general enquiries, including telephone calls relating to patient appointments, taking messages and monitoring the specialty email inbox

16. Work as an effective team member with colleagues, and have an ability to communicate with staff of all grades and disciplines.

17. Work flexibly during times of service need or staff absence, including occasional evening and weekend working

18. Support the induction and training of new staff within the team as appropriate by sharing knowledge and expertise of the administrative processes and functions within role.

19. Provide cross-cover to other teams as required

20. Courteously and efficiently receive telephone enquiries from patients, carers and external agencies in relation to appointments and general enquiries, ensuring that accurate records, both manual and electronic, are maintained and appropriate action is taken in a timely manner

21. Receive and process incoming correspondence, paper and electronic, ensuring it reaches the appropriate place within the required deadlines

22. Plan, attend and minute meetings relevant to the role as required

23. Process confidential patient-sensitive documentation to and from patients, other healthcare professionals and external agencies

24. Deal with patient requests / concerns promptly to prevent the hand off of the request to other areas, escalating concerns or complaints to the Team Leader where appropriate

25. Action any change in patient's personal details, ensuring electronic data is kept up to

NB: This job description outlines the key duties that are expected of you within the role of Medical Secretary, although is not an exhaustive list. It may be amended in line with experience, business requirements and as a result of any future organisational change.

Please note: Modality LLP reserves the right to close this vacancy at any point during the recruitment stage.

Pre-employment

Vaccinations

As part of recruitment to the Modality LLP, we will be checking the vaccination status of all new starters so that we can manage individual and environmental risks. We will offer support to those who may be undecided about vaccinations. Some vaccinations for certain roles are mandatory, and you will be asked to provide evidence of this where there is a mandatory requirement.

Right to work checks

All applicants invited for interview will need to prove their right to work in the UK at the interview stage

We are not able to offer sponsorship for this role

References

References must be secured prior to beginning employment, one must be your current or most recent employer.

Employment history

You must notify us of any employment gaps of 6 weeks or more.

Person specification:

What are the minimum requirements all candidates need to meet?

Qualifications/Skills

Proven experience as a Medical Secretary or a similar role

Proven experience in administrative roles, preferably within a healthcare or private services setting.

Strong organisational and multitasking abilities to efficiently manage administrative tasks

Excellent communication and interpersonal skills to interact with patients, healthcare professionals and internal staff.

Proficient in using office software (e.g. Microsoft Office) and any relevant healthcare management systems.

Ability to work well under pressure and meet tight deadlines.

Attention to detail to ensure accuracy in administrative tasks, record keeping and documentation.

Efficient time management skills to meet deadlines.

Ability to identify issues, troubleshoot problems and implement effective solutions.

Person Specification

KNOWLEDGE:

Knowledge of full range of administrative procedures and associated equipment (E)

Knowledge of software programmes including Microsoft Office Word, Excel, Outlook and other relative software product(E)

Self-motivated and ability to work without supervision when required (E)

Excellent organisational and communication skills (E)

Ability to maintain computerised and manual filing/documentation systems (E)

Understanding of how clinical services work and the importance of/inter-links between the duties commensurate with this role (D)

Previous experience of working in a clinical provider organisation (D)

Knowledge/previous experience of SystmOne clinical system (D)

Knowledge/previous experience of the NHS E Referrals Service

SKILLS:

To be able to write clear, concise messages often involving complex medical terminology (E)

To understand a range of Protocols and Policies and implement them in everyday work. (E)

Good standard of written communication (E)

To comprehend complex instructions or documents containing medical terminology (E)

To be able to communicate with all levels of personnel, including medical professionals, patients and outside agencies. (E)

To be able to relay clear, concise messages containing medical terminology without risk of misunderstanding (E)

PERSONAL QUALITIES

Ability to provide and receive complex and sensitive information

Ability to work as part of a team

Ability to manage own workload and work on their own initiative, taking appropriate action as necessary in the absence of the line manager

Ability to maintain composure in difficult situations

Ability to work to deadlines and under pressure

Smart appearance

Salary is WTE

Job Types: Full-time, Permanent

Pay: 23,874.88-26,397.29 per year

Work Location: In person