A day in the life of a Medical PA

A day in the life of a Medical PA

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.

Working in partnership with your Medical PA

Working in partnership with your Medical PA

One of the most important hires you will ever make is your Medical PA, but in a world where your patient is your highest priority and things generally move at lightning speed, it’s truly difficult to find the time to cultivate your relationship with your secretary who, ideally, would be viewed as your business partner.

Many doctors today work from numerous locations and are bombarded with information and technology; however, many overlook their most valuable asset, namely their private medical secretary services.

Your Medical PA may well be in contact with your patients more regularly than you are. They are an ambassador for your practice and represent you always. Your patient’s opinion of your practice will depend greatly on your care but also on the service that your team provide.

The role of a modern Medical PA is a specialist one but primarily it is about customer service. Your patients will need support to book appointments, arrange prescriptions and follow on treatment. They also need assistance in dealing with insurance companies and other billing matters.

For any doctor looking to grow their practice, the capabilities of their private medical secretary services play a crucial role. The initial patient call or email will be handled by your Medical PA. They will provide information on your behalf and may well play a role in overcoming objections such as your diary availability and the cost of treatment. The modern Medical PA has a key role to play in developing your practice and will support you in doing so. It is important to recognise that there is an element of business development involved and that is a complex area where you will need to work very closely together.

If you accept all this to be true, your next question will naturally be, how do I maximise the relationship and build this important partnership.?

Mutually beneficial relationships, be they personal or professional have communication and open dialogue at their very heart. Taking the time to have meaningful and purposeful interactions is key. This doesn’t necessarily mean you must discuss personal issues but more that you need to make your dialogue beneficial “What do you need from me to [insert your task]?”  is a great way to start the flow of information. Listen to your Medical PA’s requests and respond accordingly.

Never presume that your Medical PA automatically knows how you like things to be done, so be sure to take the guesswork out of it; if you don’t like being bombarded with emails, ask for one which rounds up outstanding points/tasks. If you don’t like emails at all be sure to schedule regular time with your Medical PA for a meeting or call to run through your tasks, and avoid changing or moving this time. Provide clear feedback, so that your Medical PA knows how to improve in all respects including how they communicate with you.

Asking your Medical PA how they like to do things will also help you get a broader understanding of how your working practices affect them. Likes and dislikes are what fundamentally help us to connect with each other.

Most Medical PA’s are in this field because they care about patients, are highly skilled organisers and can tackle any task or requests in the most efficient way. It’s quite a leap of faith to trust someone to have such responsibility for your practice but empowering your Medical PA to make key decisions, within agreed boundaries will enable them to be most effective.

Being clear in your priorities will enable your Medical PA to deliver the results you need. Share your objectives with your Medical PA so that you can both work towards achieving them. If you want to increase the number of private clinics you hold each week, ensure your Medical PA knows this. If you promise your patients to provide their results within a certain time, ensure you both agree this is realistic and that your Medical PA shares a commitment to achieve this.

There will be mistakes. It is crucial to handle these with care and respect. Your Medical PA may make a mistake from time to time, for example forgetting to follow up on something.  But so will you!  How you handle this will set the scene for how you both evolve and learn to ensure continuous improvement. None of us are perfect and we all make mistakes so be accountable for yours which will show your Medical PA that he/she can be open and honest too. Creating an environment of mutual respect will be unendingly beneficial overall. A good Medical PA will offer a solution to any problem and will work with you to ensure a positive resolution.

There will be problems that are outside the control of your Medical PA; for example, a colleague cancels a theatre list, for good reason of course, but this leaves you stranded at short notice. It is your Medical PA who breaks the news to you. Be careful not to shoot the messenger and alienate the one person who can help you find a way out of the chaos. If you make this mistake in the heat of the moment be sure to apologise. This can lead to your Medical PA withholding information to avoid getting shot next time!

The biggest cause of disagreement is often asking your Medical PA to perform tasks that they perceive to be outside their job description. This may vary depending on the background of your Medical PA and the culture they are used to working in but one obvious example is personal tasks. If you expect your secretary to do personal tasks for you then please make sure this is clear from day one. It would help to explain that support with these mundane tasks enables you to be a more effective doctor and is therefore invaluable. Your Medical PA may feel that there is not time to take on these responsibilities and in that case, consider engaging the support of a flexible private PA to assist you.

And finally, show appreciation. Your private medical secretary services will be both highly qualified and committed to the role and does not expect you to show sincere thanks for every task performed, but when your Medical PA goes above and beyond for you, your appreciation will go a long way. I am not suggesting grand gestures of flowers and champagne, although this may be appropriate in some circumstances, but taking the time to say “thank you” for a specific piece of work done well is very powerful.

Working as a partnership will ensure your patients receive the best experience possible from your practice, will generate loyalty from your Medical PA and will ensure you have an enjoyable day to day experience on your private practice.

Top 10 Tips

  1. Communication is key and it’s a two-way process
  2. Listen carefully to feedback regarding your patients to help you develop your practice. Your Medical PA talks to your patients more often than you do.
  3. Be responsive. Remember that your Medical PA is making requests of you to enable him/her to respond to your patients.
  4. Share your objectives and agree how you can achieve them together
  5. Discuss and agree how to work together. Don’t assume it’s obvious
  6. Trust your private medical secretary services to make decisions on your behalf within agreed boundaries of course
  7. Be accountable for your mistakes and create a culture of trust enabling your secretary to be open and honest
  8. Don’t shoot the messenger. If you do make this mistake, be sure to apologise
  9. Discuss and agree boundaries and jointly develop solutions
  10. Appreciation – say thank you when it is appropriate


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