For a Medical PA, no day is exactly the same. Although we do have the standard setup of checking emails, answering phone calls, booking appointments etc, we have to be prepared for any eventuality that is thrown at us, whether that is a consultant going sick and having to reschedule clinics and surgeries at last minute, an urgent scan appointment, organising last minute surgeries/ procedures and trying to find a anaesthetist at short notice can be tricky.
We also help cover other Medical PA’s if they are suddenly off sick or on annual leave.
Throughout our day we also have inbound phone calls from patients, hospitals and consultants, which can alter/determine the order of our day depending on the query that comes in at the time. We find ourselves swapping and changing between consultants depending on the queries that come in.
9am to 09:30am– I log in all of the practice management systems, log into my phone and open my emails up.
I would start off by working my way through each of my consultants inbox’s and have a read through what emails have come through. I can then prioritise which consultant’s emails need to be actioned first off of urgency and work my way through from there.
09:30am to 12:30 – I would use this time actioning all emails from all my consultants and patient enquiries, booking appointments, booking surgeries, completing booking forms, sending appointment letters. I try to focus on one mailbox at a time and get them up to date before moving onto the next mailbox.
12:30 – 13:30 – Lunch – I try and go for a short walk to get some fresh air and stretch my leg and of course food! 😊
13:00 – 13:30 – I would catch up on any emails/ phone messages from the team that have come in from lunch and action accordingly.
13:30 – 14:30 – actioning emails/calls while other PA’s are on lunch answering phone calls.
14:30 to 15:30 – Typing – I would focus on typing up any consultant letters from Speechlive and get them uploaded onto headed paper and practice management systems. I would also send out any letters that have been approved by the consultant.
15:30 to 16:30 – double checking hospital diaries and making sure they match against our practice management systems to ensure the consultant clinic lists are up to date. I would then scan and upload any correspondence that has come in on email and ensure they are correctly filed onto the patient records. I will ensure that each patient who is booked into the next clinic has all their relevant paperwork assigned to their patient record. I will then send the consultant an up to date clinic list for the next day along with any necessary correspondence required.
16:30 – 17:00 – I will input my daily hours onto Workflow and ensure that all my emails are up to date before signing off for the day.