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Detailed job description and main responsibilities

•    Booking outpatient appointments and keeping them apprised of time, date and location when required.

•    Booking virtual appointments for consultants to review patient test results, providing all the relevant information the consultant needs.

•    Correctly formatting and posting clinic letters. Typing ability is required as consultants and clinicians may ask for letters to be typed from dictation. Letters can often contain important clinical information and so should be actioned in a timely manner.

•    Checking consultant clinics in advance to make sure there are no appointment slot clashes, and rearranging appointments for any appointment conflicts that are found.

•    Liaising with the Gastroenterology Outpatient Pathway Navigator on patient vetting, making sure all patients referred by GP and other departments are triaged and followed up with an appointment/test, or communicated to the referring clinician if an appointment is not necessary.

•    Helping cover in the Gastroenterology Outpatient Pathway Navigator’s absence – this involves, arranging referrals for vetting by the appropriate consultant, and actioning the outcomes as required.

•    Liaising with the Endoscopy team with relevant communications on patient tests and procedures.

•    Cancelling clinics when assigned consultant is on leave, and using the relevant process to see that displaced patients are given a new clinic appointment.

•    Taking and making calls to patients on a daily basis. These can sometimes be distressing and emotional circumstances, so a sympathetic phone manner is required.

•    Liaising with other members of the West Herts team, as well as colleagues from other hospitals and GP practices.

•    Manage the Gastroenterology inbox as per rota, distributing emails to the relevant secretaries/consultant.

•    Filing, photocopying, sorting post and other general office secretarial activities.

•    Respond to email queries in a timely manner.

•    Respond to voicemail messages in a timely manner.

•    Assisting with other secretaries’ workload when required.

•    Co-operating with Consultants and making sure that all patients are check in/check out following Outpatient attendance or Notes review clinic.

•    Actively validating all patients on RTT pathway and making sure all action/orders requested by clinician are completed.

•    Validating PTL list and updating I-reporter tracking comments.