Medical Secretary

The post holder will have the ability to plan and prioritise their own workload on a day to day basis. To maintain the electronic diaries for doctors, organise appointments and the allocation of their time to reflect priorities and demands of their workloads. To organise meetings including Case Conferences, meetings, Risk Management meetings, Care Planning meetings and provide all administrative duties associated with these meetings, including sending invitations, distribution of agenda, associated paperwork, take and transcribe minutes and follow up action points. To organise appointments as appropriate, liaising with patients, patient family members and other services.

Arrange medical student placements and feedback sessions as appropriate. Arrange teaching sessions etc for Consultant as appropriate. The post holder will have knowledge of medical terminology. The post holder will have the knowledge and experience to deal with difficult enquiries and situations.

The post holder will maintain accurate, timely electronic records and ensure that they are kept safely in accordance with Livewell Southwest polices, including the Data Protection Act (1998) and the Livewell Southwest Confidentiality Policy. To work collaboratively with other secretaries/administration staff for Livewell, including taking telephone calls, supporting colleagues during periods of high demand ensuring the Team runs smoothly. To receive incoming mail, telephone calls and initiate action as required Assist with Medical staff regarding annual leave etc liaising with Medical staffing team. Liaise with senior medics regarding on-call swaps and leave cover Accurate audio transcription of various documents including patient letters, assessments, discharge summaries and psychiatric reports in preparation for Tribunal Hearings, ensuring deadlines are met.

Attend weekly ward round MDT with the Consultant and multi-disciplinary team, taking notes and following up action plans as appropriate. To maintain sensitive and confidential information and filing systems. To maintain, at all times, the highest level of confidentiality in respect of information concerning the Livewell Southwest or any of its staff or patients. The post holder will be able to provide non-clinical advice and information with regards to appointments and visitors to the unit.

The post holder will undertake surveys/audits as required including staff surveys. To book outpatient appointments through S1. To use and maintain S1 notes. To use and maintain the CAMBIO system for regional referrals and bed states.

To circulate referrals to the MDT and input assessments and DUNDRUM scoring. To liaise with various healthcare professionals and book various meetings. To attend multidisciplinary meetings and take minutes. Organise MDT agenda making notes of specific things to be covered.

To attend MDT and type notes and to attend to any follow-up actions occurring from this meeting. To ensure all relevant documentation is available at MDT and drug charts are available. To book and schedule professionals and relatives to attend MDT. To organise dates for Tribunal and Hospital Manager hearings.

To type and prepare reports and make sure these are completed in a timely manner and submitted for Tribunals and Hospital and managers hearings. To maintain admission and discharge database with relevant information. To ensure Section 17 leave forms are up to date and signed by responsible clinician and make any amendments necessary. Section renewals need to be kept in date and make sure these do not lapse and the Responsible Clinician has filled out appropriate paperwork and this is then submitted to the Mental Health Act Office.

To organise Care Program Approach (CPA) reviews. To ensure these are completed every 6 months and invites have gone out to health care professionals involved in the care. To scan onto S1 drug charts and ensure these are filed correctly. To organise hospital referrals for inpatients and follow-up if required.

To put referrals to the unit onto S1. To liaise with other units, hospitals and MHA managers regarding admission dates and organise relevant paperwork for transfers and admissions. Liaise with Ministry of Justice regarding service users and ensure all relevant reports are prepared correctly and sent in a timely manner. Filing of paper notes and medication charts after scanning onto SystmOne.

Liaise with the nursing team on a daily basis ensuring information is passed onto the doctors and deal with any queries and follow ups. The post holder will liaise with patients, other professionals and agencies to organise various meetings including Care Planning, Aftercare, Risk Management and Discharge Planning. Due to the urgency of some of these meetings are arranged at short-notice, requiring re-organisation of diaries to ensure service user needs are met. The post holder must demonstrate a positive attitude to patients, treating patients and their families with dignity