WOMENS AND CHILDRENS DIRECTORATE JOB DESCRIPTION Title: Band 3 Support Secretary Grade: Administrative & Clerical Band 3 Hours: 37.5 hours per week Accountable to: Directorate Manager Reporting to: Directorate Support Officer Location: Worcestershire Royal Hospital Job Purpose To provide a full secretarial and administrative service to the Band 4 Medical Secretaries and Specialist Nurses within the Women & Children's Division. Dimensions The post has no line management or budgetary responsibility. Key relationships Internal Specialist Nurses, Directorate Management, Consultants and junior medical staff both inside and outside the Division; Medical Secretaries, Nursing staff, other health care professionals, Medical Records, Central Booking Office, Ward Clerks, Patients and relatives. External GP surgeries, other hospitals, Other Specialist nurses Continence Advisors and District Nurses.
Risk assessment Works with display screen equipment for prolonged periods Works with audio translation machines Manual handling of medical records Undertakes repetitive tasks such as typing Key responsibilities a) Type the necessary correspondence and or documentation generated by a patients passage through named service and maintain patients notes pertinent to these events. b) Act as a liaison between Consultant Teams, the GP, the patient and other agencies involved to expedite the care and treatment of patients as effectively as possible. c) To undertake administration relating to the Service, including taking minutes at meetings as required and maintaining diary and filing. Ordering of stock, development of patient information leaflets and bespoke documentation.
d) To co-ordinate nurse clinics, ensuring that medical notes and correspondence and investigation results are available. e) To ensure that patients have all the information they need passing complex queries to the appropriate clinical colleague. Main duties To receive all post and emails including referrals to the relevant specialist nursing team within the Department. To initiate responses to correspondence as necessary and highlight to Specialist Nurse those patients requiring urgent attention.
To type all correspondence generated by the Nursing Team including letters to GPs and patients following investigations, including audio/copy typing. To handle all enquiries from patients, relatives, GPs , other hospitals and Consultants, initiating appropriate responses. To deal effectively with problems as they arise. Following team protocol.
To read, clinically grade and prioritise referral letters, seeking advice from the Specialist Nurses where necessary. To make appointments for the clinic through the booked admissions system, i.e. inviting patients to telephone to discuss a mutually agreeable date for their procedure. To prepare notes with appropriate forms, labels and clinic sheets required for each patient prior to their appointment.
To ensure that all patients receive follow-up appointments at the appropriate time. To have a thorough understanding of the Bluespier, EZ notes and Oasis system To undertake filing, photocopying and other general administration duties as required by the specialist nurses. Establish hospital notes for patients seen through PCT Direct Access Triage Clinic where appropriate. To liaise with Coding department, Outpatients, Radiology, Continence Advisors and other relevant internal and external departments with regard to patient care.
To order stationery, printing and clinical equipment when required. To collate all clinical investigation reports and ensure that these are reviewed by the appropriate clinician. To highlight on call comments in diary so that specialist nurse can ensure appropriate clinical cover. To be responsible for monitoring annual leave, sick leave entitlement and notifying appropriate person within the NHS Trust.
To report faults with any equipment. To undertake other duties commensurate with the post and grade as requested Clinical Governance To establish and maintain communication with people about routine and daily activities, overcoming any differences in communication between the people involved. Assist in maintaining own and others health, safety and security. Ensure own actions support equality, diversity and rights.
Ensure the confidentiality of all patient information and Trust business. To report any accident or untoward incidents or complaints. Service Provision Assist in maintaining and developing services Ensure own actions help to maintain quality and alert others to quality issues. To act always in a manner which, will promote a good image of the department.
Personal development Develop own skills and knowledge and provide information to others to help their development.
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