Medical Secretary, 11 Month FTC - UPMC Whitfield Hospital, Waterford

Medical Secretary, 11 Month FTC - UPMC Whitfield Hospital, Waterford

Location: UPMC Whitfield Hospital
Job Type: Fixed Term

Overview of role

UPMC is hiring a Medical Secretary on a 11 month Fixed Term Contract to join our Cardiology team at Whitfield Hospital, Waterford. The Medical Secretary team provides administrative support to a selection of Consultants across several specialties and is responsible for the efficient processing of all practice, patient pathways and ensuring an excellent patient experience throughout the hospital.

Key Responsibilities

• Act as the primary medical secretary for the hospital suites, greeting and booking patients on clinic days efficiently.
• Maintain a clear understanding of the patient pathway throughout the hospital.
• Set up and expand clinics as required, promptly dealing with phone calls, referral letters from GPs, and booking appointments, including fee collection.
• Request and gather information from other hospitals for consultants (e.g., scans, histology, pathology reports).
• Handle cash payments for consultants, enter them into the system and balance daily; ensure all billing and patient accounts are up to date.
• Complete any medical reporting required after consultations and send copies to referring GPs and Consultants.
• Address patient enquiries promptly.
• Maintain efficient filing systems for each consultant; keep practice software (Imemedoc/TPRO) always updated.
• Collaborate with the multidisciplinary team to maintain a high level of patient service.
• Work closely with hospital referrals and scheduling teams, strictly adhering to booking policy.
• Answer telephone calls politely and professionally, taking messages or distributing calls appropriately; provide training duties for relief staff or work experience staff when required.

Personnel

• Follow uniform policy reference.

General

• May be required to work in other hospital areas as requested by line manager, deputy or nursing management.
• Must produce satisfactory documentary evidence of all training and experience claimed.
• Respect the organisational values of the hospital.

Quality & Safety - Safe Culture

• Actively participate in achieving excellence in daily work.
• Work with line manager to plan, monitor, analyse and improve quality programmes.
• Participate in developing performance indicators with department manager and business objectives.
• Initiate, participate in and evaluate audit according to JCI, hospital policy and Lean requirements under guidance of an audit lead.

Health & Safety

• Take reasonable care to protect own safety, health and welfare and that of others; report dangerous conditions.
• Co operate with UPMC to ensure safety, health and welfare at work and report incidents and near misses.
• Attend annual education sessions on Fire Health & Safety.

Information Governance

• Maintain confidentiality of patient and staff information; never disclose unless authorised.
• Keep records secure and in safe custody when no longer required.

Qualifications & Experience

• Medical Secretary or Business Secretarial qualification desirable.
• Minimum of 2 years experience in a similar role.
• Previous experience in a healthcare setting advantageous.
• Excellent knowledge of Microsoft Office packages.
• Experience with Imemedoc and TPRO desirable.
• Excellent administrative and organisational skills.
• Knowledge of general office procedures essential.
• Proficient use of Microsoft packages essential.
• Ability to work in a fast paced, customer focused environment.
• Experience in change management.
• Willingness to continuously improve under the lean thinking strategy.
• Excellent interpersonal skills to communicate effectively with management, consultants and patients, and outside agencies.

Salary: €34,845.00 - €50,710.08 per annum based on a 39 hour week.

Equal Opportunity Statement

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

Benefits

• Competitive base pay and performance related pay and premium pay where applicable.
• Fully paid maternity and paternity leave.
• Competitive pension plan.
• Company funded Death in Service benefit (three times).
• Critical illness cover up to age 66.
• Enhanced annual leave up to 27 days.
• Flexible working opportunities.
• Continuous development and career opportunities.
• Rewards for performance through the annual ACES programme.

How to apply

Interested candidates should submit their application through the UPMC careers portal.