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JOB DESCRIPTION 1. JOB IDENTIFICATION Job Title: Medical Typist Department: Patient Services Hours of work per week: 37.5 Band: No of Post Holders: 1 Job Reference: 2. JOB PURPOSE To provide a medical (audio) typing service in support of Medical Secretaries. To provide admin support to the Patient Services department. 3. ORGANISATIONAL POSITION Page 1 of 8 4. SCOPE & RANGE The post holder will support medical secretaries by providing an audio typing service in high activity areas, and provide relief office cover as required. The post holder will assist with the administration of the Patient Services department and will work within clearly defined policies and procedures, e.g. Confidentiality, Data Protection, Health and Safety, Standing Financial Instructions. After initial induction and departmental training, the post holder will work with little supervision, although guidance will be available from the PSM and/or medical secretaries as required. 5. MAIN DUTIES AND RESPONSIBILITIES Audio-typist /Relief cover for medical secretaries: Transcribe clinical letters on digital dictation system, ensuring all patient records are maintained in accordance with the department’s procedures, and within agreed timescales. This will include typing of complex medical documents. Receive enquiries from staff and members of the public in a polite and helpful manner, and ensure their enquiry is dealt with appropriately and efficiently, respecting confidentiality at all times. Sort, handle and log all internal and external mail as appropriate. Access and update computerised systems, ensuring accurate data input. Administration for Patient Services Department: Create reports using standard reporting tools (SSTS Business Objects; WinScribe Digital Dictation) under direction of Patient Services Manager. Arrange and attend departmental meetings, prepare agendas, record meeting notes and distribute accordingly. Maintain efficient and effective electronic and paper filing systems for staff and financial records. Page 2 of 8 6. SYSTEMS AND EQUIPMENT Equipment: Telephone Personal Computer Multi-function device: Printer/ Fax machine/scanner Laptop and projector Other general office equipment e.g. laminator Systems: Microsoft Office Packages, in particular Excel, Outlook, Word and PowerPoint WinScribe (Digital dictation system) NHS Mail TOPAS (Patient Administration system) SCI Discharge (production of Immediate Discharge Letters) SSTS, and Business Objects for SSTS Filing systems, including Patient Casenote filing system 7. DECISIONS AND JUDGEMENTS The post holder is required to work unsupervised, independently and manage own workload. The post holder is expected to demonstrate a great degree of initiative when dealing with enquiries. Prioritisation of daily workload. The post holder will be expected to operate within the Health Board’s Policies and Procedures and within departmental protocols. 8. COMMUNICATIONS AND RELATIONSHIPS Communicate on a daily basis with clinical staff, managers and colleagues. This will generally be email, telephone or face to face. Communicate on at least a weekly basis with patients, relatives and carers. This will normally be by telephone, and occasionally face to face. The post holder will have access to sensitive information and must respect confidentiality at all times. Page 3 of 8 9. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB Physical efforts/skills: Use of VDU/Keyboard Daily and routine moving and handling e.g. filing, storing stationary, moving small packages. Mental efforts/ skills: Frequent interruptions. Requirement to concentrate for prolonged periods when transcribing letters from digital dictation system and attention to detail when inputting data. Emotional efforts/ skills: Dealing with confidential and sensitive information in an appropriate manner. Occasional exposure to angry/aggressive patients. Regular exposure to patient letters of a distressing nature. 10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB Managing time effectively and prioritising workload. Completion of tasks to a high degree of accuracy whilst experiencing regular interruptions and conflicting priorities. 11. STANDARD ELEMENTS 11.1 Confidentiality This involves taking the necessary precautions when transmitting information only disclosing it to those who have the right and the need to know it. All personal health information is held under strict legal and ethical obligations of confidentiality. NHS Staff must follow guidance (NHS Code of Practice on Protecting Patient Confidentiality) before disclosing any patient information. All staff must respect confidentiality of all matters that they may learn relating to their employment, other members of staff, patients and their families. Health and Safety: Assist in maintaining own and others’ health, safety and security. This involves: a) Complying with Board health and safety policies, procedures and participating in mandatory training. b) Maintaining a safe working environment and reporting any issues of concern as appropriate. NHS Western Isles attaches the greatest importance to the health and safety of its employees. It is Page 4 of 8 the Board policy to do all that is reasonable to prevent personal injury and hazard to health by protecting staff and others including the public from foreseeable hazards compatible with the provision of proper services to patients. The Board expects its entire staff to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions at work. More detailed information is given in departmental safety policies where appropriate. Equality and Diversity Ensure own actions support equality, diversity and rights. This involves: a) Acting in ways consistent with the Board’s policies and procedures. b) Treating those you come into contact with, equitably and with respect. c) Recognising the need for aids or adaptations. Page 5 of 8 13. JOB DESCRIPTION AGREEMENT I, (Print Name)……………………………………………………............................................................................... confirm that the job description(s) /person specification(s) attached have been discussed with me and are an accurate and up-to-date account of the duties and responsibilities and skills/qualifications required to undertake the post. Job Holder’s Signature: Date: Head of Department Signature: Date: Page 6 of 8 NHS WESTERN ISLES - PERSON SPECIFICATION Job Title: Medical Typist Department: Patient Services Location: Western Isles Hospital FACTOR EXPERIENCE ESSENTIAL QUALIFICATIONS / TRAINING KNOWLEDGE AND SKILLS Experience of working in a busy office environment Experience of minute taking HNC/SVQ 3 Secretarial Studies/Business Administration or demonstrable equivalent experience DESIRABLE Experience of working in the NHS Intermediate level of experience with MS Excel Good general education RSA II Typing qualification or demonstrable equivalent experience Knowledge of medical terminology Computer literacy, especially MS Office Good communication and interpersonal skills HOW ASSESSED Application form and interview Application form Interview RSA III Typing qualification PDA in Medical Administration Knowledge of Medical Records Knowledge of electronic Patient Administration Systems Application form and interview Good written and verbal communication skills Good planning, organisational and coordination skills Ability to work to deadlines with little supervision Page 7 of 8 DISPOSITION Self motivated Team Player Able to work without supervision Flexible attitude to work Able to work to deadlines Able to maintain confidentiality Interview Page 8 of 8