Patient Services Assistant

Job Title: Medical Secretary (permanent full time)

Reports to: Business Manager

Location: Bon Secours Hospital Dublin

Job Purpose

The Medical Secretary is a key member of the administrative and clinical support team responsible for providing high-quality secretarial and organisational assistance to clinicians and the wider department. This role requires exceptional accuracy strong interpersonal skills and the ability to manage a wide range of clinical and administrative tasks in a fastpaced healthcare environment. The post holder will support daily clinic operations manage patient communication and ensure accurate and efficient handling of medical information and related processes.

Key Duties and Responsibilities:

Clinical & Administrative Support

• Provide comprehensive secretarial support to consultants and clinical teams.
• Perform audio typing of clinical letters reports and medical documentation with a high degree of accuracy.
• Manage patient records and ensure all information is accurately uploaded stored and handled confidentially.
• Schedule patient appointments investigations and procedures ensuring clear communication with patients and clinical staff.
• Process and follow up on referrals test results and consultant instructions.
• Manage the response times on clinical letters to ensure that are completed and sent within an efficiently reasonable and timely manner.
• Support for Rapid Access Sleep Clinics and other developing business areas will be required where reasonably required and practicable.
• Cover may be provided for other Medical Secretaries where practicable and within the individuals learned or trained discipline.
• Management acknowledges that annual leave seasonal and other cover arrangements are dependent on agreement and capacity within the Medical Secretary group. While management will facilitate and support planning where possible such cover cannot be guaranteed and remains subject to mutual agreement.

Database & Systems Management

The post holder will work confidently across a wide range of hospital systems including:

• iMedDoc management of clinic documentation and patient correspondence.
• PIMS patient registration and sending Theatre/Cathlab bookings.
• RIS/PACS entering orders for vetting across all modalities; appointing simple orders such as X-rays for Ortho clinics.
• BECS processing billing and receipting for pre-consultation tests such as Echo/ECG; obtaining patient signatures for claims.
• Q-Pulse accessing and managing quality documentation.
• IWA chart ordering for clinics and Radiology CD requests.
• Swiftqueue booking patients for blood tests or directing them to self-book.
• Syngo Dynamics viewing Cathlab reports.
• EndoRad accessing Endoscopy reports.
• Fully engaged in any database system changes NTPF Administration

• Follow National Treatment Purchase Fund (NTPF) processes for referral handling and triage.
• Maintain accurate records and ensure compliance with NTPF administrative requirements in line with the responsibilities of the Medical Secretary role.

• Patient Interaction & Communication

• Act as first point of contact for patients consultants and clinical staff.
• Answer telephone queries with professionalism clarity and empathy.
• Provide clear instructions support and reassurance to patients regarding appointments and procedures.
• Escalate complex or sensitive issues to appropriate clinical or managerial staff.

Quality Safety & Compliance

• Maintain strict patient confidentiality at all times.
• Follow hospital policies GDPR requirements and clinical governance procedures.
• Ensure accurate and compliant handling of clinical information.

CLOSING DATE FOR RECEIPT OF APPLICATIONS 6TH JULY 2026

Bon Secours Health System is an equal opportunities employer. Our values of Human Dignity Compassion Stewardship Service and Integrity guide everything we do. We are committed to fostering an inclusive and supportive workplace where all employees have the opportunity to thrive. We welcome applications from individuals of all backgrounds abilities and perspectives and provide reasonable accommodations throughout the recruitment process. If you require any assistance please contact