Medical Secretary - Part-time - UPMC Aut Even

Medical Secretary - Part-time - UPMC Aut Even

Location: Aut Even Hospital
Job type: Permanent

Overview of role: 

UPMC are hiring a part-time Medical Secretary to join the Aut Even team. The Medical Secretary team provide administrative support to a selection of Consultant’s across a number of specialities in UPMC Aut Even Hospital. Responsible for the efficient processing of all the Consultants 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 individuals at UPMC.As 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.

The rate and pace of change in the health services is such that the post-holder will be required to update their knowledge and skills to fit the changing requirements of the service.  Therefore, this job description is an outline of the current broad areas of responsibility and accountability and should not be regarded as a comprehensive listing.  It will be reviewed and updated in line with future needs.

 Confidentiality
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.
 
The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time and to contribute to the development of the post while in office.

Qualifications & Experience:

Minimum Qualifications:

• Medical Secretary or Business Secretarial Qualification desirable.

Experience:
(Amount and Type)

• 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.

Equal

Opportunity Statement and Benefits   

UPMC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

At UPMC we provide a total rewards program that is not only market competitive, but fair and provides growth opportunities for all our colleagues.

Compensation – Competitive pay for the work employees do – base pay, performance related pay and premium pay where applicable.

Benefits – Fully paid maternity and paternity leave for new parents. Competitive Pension Plan, 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.

About UPMC           

UPMC is a renowned multinational academic medical centre committed to delivering people-focused care that’s close to home. Headquartered in Pittsburgh and affiliated with the University of Pittsburgh Schools of the Health Sciences, UPMC shapes the future of health through clinical and technological innovation, research and education. UPMC expands its expertise globally, bringing world-class care across continents through its UPMC International division — an owned and operated network of hospitals and ambulatory care centres in Italy, Ireland and Croatia. UPMC International brings new access to the signature specialty services of UPMC Hillman Cancer Centre, UPMC Sports Medicine and others to more people in more places around the world.

In Ireland UPMC has provided high-quality healthcare in the South East since 2006. UPMC’s operations in Ireland now include UPMC Whitfield Hospital in Waterford, UPMC Sports Surgery Clinic in Dublin, UPMC Kildare Hospital in Clane, and UPMC Aut Even Hospital in Kilkenny. Outpatient care is available at the UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapy locations in Waterford and Cork, UPMC The 4th Practice in Mallow, and across UPMC Sports Medicine Clinics in Dublin, Waterford, Limerick, Tipperary, Cork, and Mayo. UPMC has also established a nationwide Concussion Network.  UPMC's Global Technology Operation Centre is based in Kilkenny.