Medical Secretary

Job Title: Medical Secretary

Location: East Galway, travel to other locations

Reports To: Consultant Cardiologist / Operations Manager

Role: Permanent - Full-Time or Part-Time (flexible options available to suit the right candidate)

Hours: 8am to 5pm (flexible options available)

Salary: Very competitive salary and benefits package

This role requires an excellent administrator capable of supporting the day-to-day running of a busy private cardiology practice. The Medical Secretary will join the existing administrative team to help coordinate outpatient clinics, cath lab procedure lists, and patient correspondence. The successful candidate will be flexible, dedicated, conscientious, and possess a professional manner focused on excellent patient service.

Key Duties & Responsibilities Clinic & Theatre Administration

• Clinic Management: Run outpatient clinics smoothly. This includes booking patients, confirming appointments, sitting clinics, and greeting/booking in patients efficiently on clinic days.
• Theatre & Cath Lab Bookings: Manage theatre and cath lab list bookings. Coordinate closely with hospital scheduling teams, lab management, and other secretaries to ensure efficient patient scheduling.
• Standard Operating Processes: Follow standard operating processes, to ensure the smooth running of clinics and theatre lists.

Patient & Referral Management

• Referral Triage: Manage incoming referral letters from GPs, other cardiologists, and inpatients. Priorities patients effectively for clinics and theatre lists.
• Communication & Inquiries: Serve as the primary point of contact. Promptly handle telephone calls, emails, and patient enquiries with a high level of customer service.
• External Records: Request and gather necessary clinical information from other hospitals, such as scans, histology reports, and pathology reports.

Medical Records & Documentation

• Medical Dictation: Complete medical reporting after consultations in a timely manner.
• Correspondence: Ensure accurate copies of letters and reports are sent to referring GPs, patients, and other consultants.
• Filing & Systems: Maintain and update proper, efficient electronic filing systems.

Financial & Data Management

• Billing & Insurance: Manage billing functions, including processing invoices to health insurance companies.
• Database Management: Manage and update patient data accurately on the Medserv database.

Requirements & Ideal Candidate Profile

• Qualifications: Holds a relevant medical secretarial qualification.
• Experience: Minimum of 3 years of relevant medical secretary experience.
• Technical Skills: Strong audio typing skills and advanced proficiency in MS Word, Excel, and standard IT software.
• Systems Knowledge: Proven experience working with a patient management system (experience with Medserv is highly advantageous).
• Financial Competency: Proven ability to manage medical finances and insurance billing.
• Interpersonal Skills: Excellent communication and interpersonal skills, with absolute fluency in written and verbal English.
• Autonomy: Highly organized multitasker with the ability to manage time efficiently and work on his/her own initiative.
• Confidentiality: Proven experience handling sensitive, confidential information with a deep understanding of GDPR regulations