Medical Secretary Team Lead

Medical Secretary Team Lead/Nottingham/Tollerton/Full-time

Spire Nottingham Hospital has an exciting opportunity for Medical Secretary Team Lead to join the team on a permanent full time basis.

Our vision is to be recognised as a world class healthcare business bringing together the best people who are dedicated to developing excellent clinical environments and delivering the highest quality patient care.

Duties and responsibilities:

To be responsible for providing clear leadership in the operation and delivery of administrative functions of the Private and NHS Medical Secretaries. Ensuring efficient and robust processes exist to support the requirements of service users. To provide a proficient and professional secretarial service to consultants, ensuring cover is provided as and when required to other members of the department. Acting as point of contact for patient enquiries, offering outstanding customer service at all times. Ensure the Medical Secretary team perform to the required commercial, corporate and professional standards. Working closely with Consultants and Heads of Department to help deliver short and long term business achievements contributing to the hospital's overall success.

Team:

• To build a high calibre flexible team utilising existing skills and knowledge wherever possible and supplement these by recruiting, inducting, training and developing staff within the department's budget.
• Ensure the team are adequately trained to provide an efficient and timely secretarial / practice management service to assigned consultants.
• Lead the team to continuously improve the service offering to all consultants and patients. Hold regular (monthly) 1:1's with direct reports.
• Identify individual needs and development of staff through regular Enabling Excellence reviews to enable them to contribute effectively to the changing needs of the business, supporting the ongoing development and training of the teams.
• Provide an environment and atmosphere which encourages strong motivation and commitment within the medical secretary team. To ensure monthly departmental meetings are held which provide an open forum for discussion.
• Ensure annual leave is managed appropriately and in accordance with Spire Policy and agreed levels of permitted absence. Also ensure effective control of sickness and absence management.
• Effective day to day control of all staffing rosters, ensuring timesheets are recorded accurately on Florence for contracted and bank employees.
• Manage performance of colleagues where not meeting the required Spire Performance standards.

General duties:

• As a team leader, work 80% within the team and 20% as admin/management time.
• Liaising with patients on a daily basis, handling queries and arranging admissions as and when required, in a professional and courteous manner.
• Liaising with insurance companies and other external agencies, as appropriate.
• Develop strong and effective communication channels with the Patient Support Centre, ensuring all queries relating to theatre admissions are dealt with in an effective and efficient manner.
• Build effective partnerships with consultants, external medical secretaries, and other stakeholders.
• Escalate any concerns which may lead to loss of cases and/or revenue and propose / initiate changes where appropriate to increase utilisation.
• Production of medical letters, operation/clinic notes and discharge summaries. Manage Consultants' records and filing. Complete audits on letter turn-around times, ensuring all letters are written to a high-standard.
• Support the team to complete consultant timesheets accurately and efficiently to ensure correct billing process.
• Ensure the team complete claim forms (if required), with relevant consultants, ensuring all financial paperwork is kept up to date.
• To actively participate in the promotion of good communication with other departments and encourage the team to build good working relationships around the hospital.
• Carry out regular reviews with consultants. Ensure the team are managing Consultants practice to the best of their ability.
• Ensure through safe working conditions, the health, safety and welfare of all directly managed colleagues comply with health and safety policies and procedures at all times.
• Maintain confidentiality of all information at all times and exercise absolute discretion in the use of patient/consultant/staff information. Do not disclose any information about the affairs of the hospital, its subsidiaries or associates. Ensuring that patient information provided, is received and recorded in accordance with the Data Protection Act and Spire policies.<