Medical Secretary – UPMC Aut Even Hospital

UPMC Ireland
Employment Type
Not disclosed
UPMC Ireland logo

Fixed Term Contract – 9 Months 

Please send letter of application along with an up-to-date CV to Evelyn Murphy, HR Manager, UPMC Aut Even Hospital, Freshford Road, Kilkenny or online via IrishJobs.

Medical Secretary
Based at: UPMC Aut Even Hospital
Full time: 37.5hours per week

Overview of the post:

The purpose of this post is to co-ordinate all patients’ queries and referrals and to run the outpatient clinics for a number of the hospitals mobile or part time consultants. This role will complement existing administration functions within the hospital and will ultimately result in greater patient satisfaction.

The ideal candidate will: 

  • Hold a relevant third level qualification or equivalent.
  • A minimum of two years relevant work experience.
  • Have excellent administrative and organisational skills.
  • Have excellent interpersonal skills and the ability to communicate effectively with management, consultant staff, hospital staff and patients.
  • Knowledge of general office procedures and Microsoft Office packages is essential.

Duties and Responsibilities:

  • To be responsible for the administration /medical secretary function for the hospital suites. To meet, greet and book in patients on the day of the clinic in an efficient manner.
  • To provide an efficient service in setting up and expansion of clinics as required. This will involve promptly dealing with phone calls, and referral letters from GP’s. Contacting patients regarding appointment times and fees to be paid.
  • To gather information from other hospitals as required by consultants, such as scans, histology reports, pathology reports, etc.
  • To handle cash payments for the consultants and ensure same is entered on the system and balanced daily. To ensure that all billing of patients takes place on a prompt and regular basis and all patient accounts are kept up to date
  • To complete any medical reporting required after consultations have taken place in a timely manner and ensure copies are sent to the correct patients.
  • To deal with any patient enquiries as they arise as promptly as possible.
  • To maintain proper and efficient filing systems for each consultant as required. Keep the practice software updated at all times.
  • To liaise with and maintain an excellent working relationship with other members of the hospital multi-disciplinary team thus ensuring that the high level of patient service is always maintained.
  • To work closely with the hospital scheduling team and adhering always with the hospital booking policy to ensure that all patients are booked within the correct timeframe.
  • To answer telephone calls in a polite, courteous and professional manner, taking messages or distributing calls as appropriate.
  • To carry out any training duties as necessary for relief staff / work experience staff for holiday cover

General Duties:

  • As the service needs of the hospital change, the above duties will be subject to change and flexibility within the Patient Services Department. The post holder may be transferred to other patient services positions in the hospital.
  • To carry out any other administration duties as required to meet the needs of the post.
  • To rotate and carry out the functions required in Patient Services as required, to allow up-skilling at all times.
  • To undertake a pro-active role in the accreditation process and to be involved in the writing of policies and procedures.
  • To be responsible for ensuring confidentiality of all information is maintained at all times in accordance with data protection and clinic policy.
  • To be responsible for conducting oneself in a professional manner towards consultants, patients, visitors, colleagues and other agencies.

This job description is intended to be an outline of the areas of responsibility and deliverables at the time of its writing. As the hospital and the post holder develop, this job description may be subject to review in light of the changing needs of the service.

About UPMC

A $23 billion healthcare provider and insurer, Pittsburgh, Pennsylvania-based UPMC is inventing new models of patient-centred, cost-effective, accountable care. Working in close collaboration with the University of Pittsburgh Schools of the Health Sciences , UPMC shares its clinical, managerial and technological skills worldwide through its innovation and commercialisation arm, UPMC Enterprises, and through UPMC International.

Providing high-quality healthcare in the South East since 2006, UPMC’s operations in Ireland now include UPMC Whitfield Hospital in Waterford, UPMC Kildare Hospital in Clane, UPMC Aut Even Hospital in Kilkenny, the UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapy locations at UPMC Whitfield and in Cork, and the UPMC Concussion Network. UPMC is the Official Healthcare Partner of the GAA and GPA.