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NHS Jobs; Woolwich; On-site; GBP 21,000 - 25,000; Full time

Job summary

Chelsea and Westminster Hospital NHS Foundation Trust is seeking an administrative/secretarial professional to support the clinical team with filing, referrals, and day-to-day coordination of patient records and appointments.

You will handle investigations, maintain filing systems, and cover for colleagues, ensuring smooth operation of the department and timely communication with external sites.

Responsibilities

• Arrange for the request and onward transmissions of patient investigation reports and film to other sites.
• Maintain up-to-date filing of external reports and correspondence in patient records.
• Use the appropriate IT system for checking patient information and appointments.
• Manage patient records ensuring an up-to-date record of all case notes.
• Co-ordinate meetings and teaching sessions/venues for the clinical team.
• Cover for medical secretary colleagues during periods of absence and annual leave.
• Organise own work schedule and notify line manager of changes.
• Liaise with the central booking office for referrals and rescheduled appointments.
• Complete forms and documentation as requested (adoption, child protection, police statements, etc.).
• Undertaking non-clinical typing as requested by the consultant or teams.

Job description

To ensure that external investigation reports are brought to the attention of the appropriate medical team and signed off by the appropriate member of staff. Arrange for the request and/or safe onward transmissions of patient investigation reports and film to other sites where necessary. To maintain filing systems that facilitates the effective running of the department. To open, date stamp and distribute post according to local standing operating procedure. Maintain up to date filing of external reports and correspondence in patient medical records. To use the appropriate IT system for checking patient information and appointments. To manage patient records appropriately, ensuring an up-to-date record is maintained of all case notes returned from the wards and clinics, that patient medical records are available for clinic and appointments are dispatched to other departments as necessary. To maintain and update the diaries of the members of the clinical team as required, and to co-ordinate meetings, teaching sessions/venues as required. To cover for medical secretary colleagues during periods of absence and annual leave. To ensure the department has adequate stocks of stationery and order supplies as and when necessary. To co-ordinate and process work of a medico-legal nature and other medical reports as required. To draft responses to routine enquiries as appropriate. To take an active role in initiatives to improve the administrative service provided to managers and clinicians, and the service received by children & young people and their families. To send any referrals received to the central booking office for registration and booking and to action tertiary referrals as necessary. Complete Minimum data set (MDS) template when making onward referrals. To organise own work schedule, adapt the schedule as required to meet commitments to others within the agreed timescales and, where this is not achievable, give notification promptly with reasons to line manager. To ensure any changes/cancelation to clinics are carried out using Book Wise and all relevant parties are advised of any changes. To advise parents of special instructions regarding medical tests, as directed by the medical team. To liaise with the central booking office as required if an appointment requires rescheduled. Completion of forms and documentation as requested such as adoption, child protection, police statements, disability and doctor references as requested to do so by the consultant. Managing the generic email account. To have an awareness of the referral to treatment (RTT) patient pathway journey in order to be able to respond to parents/carers calls and enquires as appropriate. To have awareness of the outreach clinics and wait lists to be able to respond to parents/carers calls and enquires as appropriate. Undertaking non clinical typing as requested by the consultant or their teams as necessary such as complaint letters. Working as part of a team; assisting with the training of new and temporary staff providing support and advice as appropriate. To locate, retrieve and book patients case notes in and out of department as required.

Chelsea and Westminster Hospital NHS Foundation Trust