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1. To provide a comprehensive, high quality medical secretarial and administrative service to the Consultant Psychiatrists and their Medical teams, to include medical and general audio, preparing correspondence, word processing of letters, memo’s, court reports, Mental Health Act and Home Office reports checking the accuracy of information
2. To draft correspondence as required on behalf of the Consultants and teams
3. Manage and prioritise own workload to meet strict deadlines. Required to work flexibly within the remit of the post across all the Consultants and their teams.                           
4. To work flexibly with other medical secretary colleagues to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately, by using available resources
5. Act as a contact point to ensure effective communication with all outside agencies, patients and carers
6. In accordance with Trust Policies and Procedures use initiative and judgement to make decisions on action required to resolve routine and complex issues and, where appropriate, to convey information to clinical or managerial staff for action
7. To regularly review working practices in line with Trust procedures to respond to changes in arrangements for Service Users to access services.
8. To coordinate plan and implement community outpatient clinics for Consultant Psychiatrists and medical staff, booking rooms, arranging appointments, and when necessary, cancelling and rearranging clinics according to availability of medical staff. Send out appointments and reminders to patients, including verbal communications, letters and other correspondence
9. Responsible for administration of appointment booking systems as appropriate which comply with National and Local directives and also which meet the needs of Consultants and patients, ensuring that appointments are scheduled to improve accessibility and choice for patients and to make effective use of Consultants time, by rescheduling cancelled appointments etc. Where appropriate, take action to resolve issues where waiting times are giving cause for concern and inform managers.
10. Responsible for the coordination of new patient bookings and the waiting list for Consultants and Medical Teams.
11. Reconcile outpatient clinics on return of case notes via appropriate administrative systems, which are currently in place and book follow-up appointments for patients as directed by medical staff.
12. Preparation of all medical files for clinics, ensuring that the files are in the relevant venue with the correct accompanying paperwork, and ensuring their safe possession/confidentiality by use of a tracking system and secure transportation as necessary
13. To regularly review and update office practices and procedures in order to maintain a responsive and efficient service to the Consultants and their medical teams
14. Devise and maintain the Consultant Psychiatrist’s clinical information, general filing and correspondence systems
15. On behalf of the Consultants and Medical Teams arrange the organisation of blood tests, x-rays, CT scans etc bringing urgent clinical test results to Consultants and medical team’s attention
16. Maintain diaries for the Consultants and other doctors in the team, organising and managing the day-to-day activities and ensuring they are aware of forthcoming events, encouraging the effective use of time, booking venues and rooms as required
17. To be responsible for liaising with other departments, hospital, general practitioners, professionals and related services, ensuring that they are kept informed in respect of their areas of responsibilities for the patient, as required by the Consultants and teams
18. To attend meetings as required, including preparation for, and minute taking of, meetings.
19. To deal with complex enquiries, queries and complaints to ensure that these are responded to within Trust Policies and Procedures and to record accurately details of discussions.
20. To take responsibility for the tracking of clinical records to ensure that records can be located as required, adhering to agreed Trust procedures for the tracking of records, either manual or electronic
21. On behalf of the Consultants, to arrange follow-up appointments, post discharge from hospital and ensure that this takes place within required timescales, in accordance with Local and National guidelines, informing Managers and Consultants where problems arise in achieving this.
22. Co-ordinate and arrange multi-disciplinary activities (Assessments under the Mental Health Act, CPA’s, Case Conferences etc.) with other professionals and agencies.
23. Act as an authorised employee to order, receive and store securely supplies of FP10 Prescription forms and other medical stationery i.e. investigation requests.
24. On behalf of the Consultants and Medical Teams facilitate the implementation of the ‘Copying Letters to Service Users’ Policy.
25. When telephoned by patients, or when instructed by the Consultants, the Medical Secretary will pass on to the patient relevant clinical information and guidance. This information/guidance will either be that contained within the clinical record, specifically authorised by the Consultants, contained in a Trust policy/procedure or be from a recognised information source.
26. Provide a high quality first point of contact for all service users and visitors to the service, maintaining a professional and confidential approach at all times.
27. Undertake secretarial tasks relating to Consultant Psychiatrist’s professional specialities.
28. Any other appropriate duties that may be delegated from time to time by Management.