Job Title: Consultant Secretary Department: Urology / Cardiology Reports To: Patient Services Manager Job Overview: The Consultant Secretary plays a vital role in supporting our consultants by managing administrative tasks, scheduling appointments, coordinating patient care, and ensuring the smooth operation of the consultant's practice.
This role requires strong organisational skills, attention to detail, and excellent communication abilities to enhance patient experience and support hospital operations efficiently.
Key Responsibilities: 1. Appointment & Patient Coordination Schedule and manage patient appointments, ensuring optimal clinic flow.
Ensure detailed patient information in place for specified clinics Coordinate theatre bookings and follow up on surgical schedules.
Track patient care processes, including follow-ups and test results.
Closely follow existing Beacon in house processes around all of the above 2.
Administrative & Document Management Scan and file patient letters and medical correspondence accurately.
Manage TPro (digital dictation system) tasks within the set turnaround times.
Ensure timely collection and actioning of inbound post within set targets Maintain accurate and confidential patient records.
3.
Workload & Time Management Prioritise daily tasks efficiently while meeting deadlines.
Meet set targets around this Ensure timely response to patient and consultant queries as per agreed targets.
Monitor and report working hours, ensuring alignment with contract requirements.
Ideally annual leave should be taken in line with Consultant 4.
Quality & Accuracy of Work Ensure all documentation, including patient letters and theatre bookings, is completed without errors.
Maintain high standards of accuracy and efficiency in all administrative duties.
Using existing Hospital systems to achieve this.
5.
Communication & Team Collaboration Act as a key liaison between consultants, healthcare teams, and patients.
Actively putting in practice Patient Services 'Be Sound 'policy.
Provide clear and timely communication to patients regarding appointments and procedures to set targets.
Using hospital telephony systems.
Work collaboratively with internal departments to ensure seamless patient care.
6.
Professional Development Participate in all training and learning programs as provided by the Hospital Continuously develop administrative processes, and commit to learning new systems as they become available.
Demonstrate adaptability to changes in procedures and technology.
Key Performance Indicators (KPIs): Appointments & Patient Flow: Ensure timely scheduling and minimal wait times.
Meet DNA KPI's Documentation Accuracy: Ensure patient front sheets are correct, completed and saved to HIS.
Letters verified and processed to set targets Response Time: Address patient and consultant queries within agreed timeframe using specific Hospital systems Service Efficiency: Achieve set targets for cash handling, unbilled and missing side one processing.
Professional Development and Training: Engage in training sessions to enhance knowledge and skills.
Ensure all health and safety training up to date.
Qualifications & Skills: Experience in a similar administrative role, preferably in a healthcare setting.
Strong organisational and multitasking abilities.
Proficiency in healthcare administration systems and advantage Excellent communication and interpersonal skills.
Ability to handle sensitive patient information with confidentiality.
Why Join Us?
This role offers an opportunity to be an integral part of a dynamic healthcare environment, supporting a consultant-led department that is committed to patient care excellence.
As part of our team, you will play a crucial role in ensuring efficiency, accuracy, and high standards in administrative services.