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Detailed job description and main responsibilities

To produce accurate, high quality medical correspondence, often of a distressing and emotional nature, including letters, Mental Health Act reports, memoranda and other documents, many of which are non-routine, as required using audio/copying typing and word processing systems.

To develop and create reports using computer software.

Use own initiative to organise, prioritise and co-ordinator workload ensuring that deadlines are met.

There is often a need for prolonged concentration when producing reports etc, to meet deadlines.  Work is often interrupted and can be unpredictable due to the nature of the client group.

Handle incoming and outgoing telephone calls to the consultant in a polite and efficient manner.  Receive and deal with telephone enquiries, responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable clients and carers.  Maintain strict confidentiality at all times.

Record accurate messages and follow them up appropriately.

To deal face to face with clients seeking further help/information and to be aware of the needs of service users and deal in an appropriate manner with the users who are occasionally hostile, abusive and aggressive.

Deal with queries raised by patients, relatives, GP’s or other healthcare professionals internally and externally to the hospital.  These are often of a non-routine nature and involving complex issues such as medication and other clinical treatments, where there are barriers to understanding due to the nature of the client group.

To maintain diaries, electronic and paper, to both maximise and ensure most effective user of consultants and junior team member’s times.  Arrange appointments and meetings.  Ability to deal with short notice planning and last minute changes.

Receiving, prioritising and organising appropriate action/distribution of incoming and outgoing mail (including e-mail).

Maintain all case notes to provide a full and accurate record of the patient’s clinical progress.  Have in place an efficient case note tracking system.

Filing reports, clinic/discharge letters, patients’ correspondence ensuring correct action undertaken where appropriate.

To arrange outpatient appointments where required ensuring all referrals are appropriately actioned within the Trusts Outpatient and Waiting List Policies.

Record discharge data in accordance with Trust’s Policy.  Provide clinical coders with diagnostic information from the discharge summary.  To ensure that outpatient appointment is arranged when a patient is discharged from the wards.

Supervise Clerical Assistant’s work when pertinent to the post-holders’ Consultant (if applicable to the Team Structure).

Use of Clinical Systems as regards functions that have been assigned to the post.

Photocopying, fax and shred as required.

Recognise the importance of maintaining strict confidentiality in respect of information regarding patients and adhere to the Data Protection Act.

Advise and assist junior medical staff within the Consultant’s team to enable them to settle into their posts smoothly.

Clinical Audit – provide and assist in the provision of medical audit data.

Be aware of security systems provided on site for workers.

Introduce and implement new policies in relation to the smooth running of the medical secretarial department and the consultants’ team.

To comply with Health and Safety Policies, reporting all accidents and incidents to the appropriate manager.

Participate in the supervision and appraisal process as necessary.

You may occasionally be asked to undertake such other duties that are deemed necessary in order to support business continuity within the Trust. This will only include tasks where you are appropriately trained.