Medical Secretary - NHS (b4)

Job Description

Medical Secretary Department: Forensic Psychiatric and Mental HealthLocation: BirminghamParking: Free parking onsite availableJob Type: TemporaryDuration of booking: This is a temporary ongoing role with no end date specified at this stageProposed start date: ASAPSector: Mental HealthcareBase: HospitalBand: 4Pay Rates: £11.00 - £12.00 paye per hour£12.00 - £13.00 paye inclusive of holiday pay per hour£13.00 - £14.00 umbrella per hourAll of the rates are depending on skill and experienceWorking Days and Hours: Monday to Friday 9am till 5pm, can be flexible with start times.Skill and experience Requirements: Rio systems experience, ExcelAMSPAR or Administration NVQ Level III trainedMedical Secretary experience / MDT / CTM MeetingsJob Purpose To provide a comprehensive, reliable, confidential secretarial and admin service to support the Consultant Psychiatrist and clinical team. To ensure the smooth running of the team which includes; Consultant Forensic Psychiatrist, Specialist Registrar, SeniorHouse Officer, Occupational Therapist, Senior Nurse, Community Psychiatric Nurse, Social Worker and Pharmacist.Job Summary The post holder will be responsible for providing a confidential, professional and competent service to the Consultant Psychiatrist and the multi-disciplinary clinical team. To act as liaison link to the multi-disciplinary clinical team, ensuring accurateand up to date information sharing and communication in relation to patient care in accordance with guidelines of the Care Programme Approach.Duties

• Responsibility for providing a comprehensive secretarial and administrative service to the Consultant Psychiatrist and members of the medical team.
• Maintain good working relationships with all members of the multidisciplinary team.
• Liaise with a wide range of health service personnel, including those at a senior level within the Division, together with a wide range of outside agencies and organisations including General Practitioners etc.
• To be able to deal tactfully and effectively with crisis calls and calls of a highly sensitive nature, using analytical and judgement skills
• Responsibility for accurate entries on to the patient information system on a day of receipt, ensuring all multi-disciplinary teams/nursing staff have access to the up to date information in relation to the care of the patient is made on daily basis.
• Ensuring that an accurate record of the discussion undertaken at the weekly Clinical Team/CPA meetings, which include all details of patient care including any medication changes and leave status are entered on to the patient information system and ensuringthat copies are printed and sent to the units for patient notes and distributed appropriately and any appropriate follow action as required on a weekly basis.
• To maintain a rolling programme of CPA Case Conferences and make all required preparations for regular case conference for inpatients to meet the guidelines for Care Programme Approach Legislation on a weekly basis.
• Responsibility for ensuring that nursing staff are aware of escort numbers when patients are going on leave, court or to hospital as and when required.
• Word/text processing, transcription from digital dictation, admission summaries, discharge summaries, Mental Health Review Tribunals, Hospital Managers reports and any ad hoc requirements of the team.
• Responsibility for producing a variety of confidential and sensitive correspondence relating to patients.
• To attend a variety of meetings and take minutes, as directed by the Consultant Psychiatrist, Team Manager or Administration Manager and also to provide cover in the absence of colleagues.
• Taking receipt of referrals to the medical team, recording and action as appropriate.
• Acting as a focal point for telephone enquiries to the Consultant Psychiatrist, Team Manager and Clinical Team taking messages and communicating them in a timely and effective manner as appropriate.
• Responsibility for inputting confidential patient data on to the computerised information system and update as required. This includes registering patient details and maintaining accurate and up to date information related to these records on a daily basis.
• External communication with other agencies/organisations in relation to patient care.
• Responsibility for introducing new Specialist Registrar, Senior House Officer and other medical students in to the individual teams way of working and work load over the period of training with the team as and when rotation requires.
• Ensure that a non-medic is present when Second Opinion doctor is requested and that nursing, reception and medic are aware of this as and when required.
• Liaison with the Medical Records Department and ward staff regarding case notes, requesting any existing notes required for re-referred patients etc.
• Responsibility for ensuring patients records are stored securely whilst in current use.
• Responsibility for arranging Away days and booking locations and taking minutes on the day and ensuring these are distributed.
• To liaise with other members of the Secretarial/Administration Team in order to provide a co-ordinated and efficient secretarial service and cover when required.
• Responsibility for prioritising workload, work independently and use own initiative on a daily basis.
• Responsibility for booking prison/hospital visits for team members, either by telephone, fax, email or letter, as and when required.
• Responsibility for maintaining diary management for the Consultant Psychiatrist, Specialist Registrar and Senior House Officer and the Clinical Team in order to maximise the use of their time on a daily basis.
• Responsibility for all room bookings, ensuring that visitors to these meetings are received, refreshments are arranged and to offer any secretarial assistance as and when required.

Keyskills :
NHSMedical SecretaryTypistBand 4