Types of information commonly managed by secretaries
Medical test results.
Minutes of meeting.
Different storage methods used in health care
Lateral filing cabinets.
Vertical filing cabinets.
Horizontal filing cabinets (eg plan chests).
Different filing classification systems
Explain how to cross-reference a file
Place card in the system under any possible alternative name which people may search for a certain file - giving the location where the file may actually be found - eg file recently married ' Margaret Jackson (nee Fletcher)' under 'Jackson' but place a cross-referencing card under 'Fletcher' to refer searchers for 'Margaret Fletcher' to ' Jackson'
Things you would need to do is setting up a brand new filing system
Decide on appropriate system type.
If manual - setting appropriate storage method.
If computerised consider appropriate media storage devices - including back-up.
Decide on a suitable classification system.
Consider colour coding.
Plan how system is to be maintained.
Main principles of the Data Protection Act
Information must be obtained and processed fairly and lawfully.
Information must only be held for the purpose(s) described on the data user's registrar entry.
Information must only be used for those purposes and only by people agreed in the register entry.
Info must be accurate and up to date.
Info must not be held for longer than necessary.
A person has the right to see info held about themselves & have it corrected if necessary.
There must be appropriate measures in place to keep info confidential (eg passwords, screen savers,etc).
Examples of internal information systems which may be used by medical secretaries for researching and retrieving information
PAS and other internal systems.
Organisational policies - either manual handbooks or online.
Examples of external information systems which may be used medical for researching and retrieving information
British National Formulary (BNF).
Medical Secretaries handbook.
Text books - either in dept/hospital or other library.
Tasks carried out using the PAS system
Making outpatients appointments.
Tracking ('Tracering') medical records.
Checking bedstate on wards.
Issuing TCI letters (To Come In).
Examples of common problems encountered when accessing medical records
Incorrect file number.
Transposition of number (reading numbers in wrong order).
Misfiling (Accidentally filing in the wrong place)
No tracer card in place.
Failure to update PAS when files are moved.
What SMART stands for (in relation to setting objectives)
An example of an objective that is 'SMART'
I will achieve a Level 3 Word Processing qualification by the end of June 2014.
Benefits of CPD (Continous Professional Development)
May help you to gain a promotion/new job.
Can help build your self-esteem and motivation.
Benefits an organisation may gain by encouraging it's staff to undertake CPD
Staff may be able to work more efficiently and effectively, using the new skills/knowledge gained (get more done in a day/do it a better standard).
Staff may be more highly motivated and loyal, if they feel their employer has invested in their personal development.
Examples of methods which may be used to identify training needs
Carrying out training needs analysis (employer looks at what work need to be done over a certain period & what skills will be needed. Then compares the skills and knowledge currently available amongst employees and organises training to cover any required knowledge skills not yet available.
Asking for informal feedback from colleagues.
Carrying out self assessment of strengths/weaknesses and goals - then looking at what training would help overcome any weaknesses /build on strengths to help achieve the goals.
Example of a way to give formal feedback and an informal way to obtain feedback about your work
Formal feedback - Appraisal.
Informal feedback - ask colleagues.
Role of the Secretary in Private Practice
Duties may include:-
Welcoming and managing patients attending for consultation,
Dealing with patient queries-face to face/by phone etc.,
Making up a file for each new patient.
Eg. to other consultants
Arranging Admission to Hospital for patients.
Liaising with NHS counterparts, - for example if you need to contact when s/he is working at an NHS hospital.
Keeping the consultant room, waiting room, office etc. tidy, - Ensuring the comfort of patients.
Ensure patients are aware of the cost involved in their treatment.
Dealing with Correspondence, -
Including perhaps puchasing of postage stamps (smaller independant practices may not have a franking machine).
Eg. of insurance and medical reports.
Managing petty cash, -
Purchasing 'Office sundries & accounts for money
Managing Stationary/Equipment Supplies, -
May include clinical equipment,
Ordering and monitoring levels of stock,
Ensuring that essentials are always re-ordered well before they run out.
Pulling patients records prior to consultation,-
Taking out files for the patents the consultant will see,
Checking that all investigations required have been carried out & results are in place for the consultant to consider.
Letters & notes - from audio/shorthand.
Where there is no practice nurse present, a secretary may be asked to act as chaperone during examination of patients.
MANAGING THE PRACTICE - Including:-
Keeping the practice operating effectively,
eg. improving/creating a new filing system.
Sending out bills,
Chasing up overdue payments,
Referring unpaid bills to debt collection agency where necessary.
Keeping an accounts book,
Recording all cash and cheques paid in to the bank,
Recording all cash and outgoings for office supplies, catering, Equipment,etc.,
Reconciling petty cash regularly,
Advising the consultant to ensure that the practice pays it's own bills at appropriate times,
(So cash flow is smooth - eg not paying lots of bills at once so that the bank account becomes overdrawn etc.
Operate a payroll system to calculate staff (and own) PAYE and NI contributions &
Making year-end returns to the Inland Revenue.