Download nhs western isles - person specification

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
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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.
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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.
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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
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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.
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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:
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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
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DISPOSITION






Self motivated
Team Player
Able to work without
supervision
Flexible attitude to work
Able to work to deadlines
Able to maintain
confidentiality
Interview
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