Job responsibilities
JOB
PURPOSE/SUMMARY
Secretarial,
administrative and clerical support are required for co-ordinating the
receipt of all incoming samples, including; entering patient details onto the
departmental database by creating new patient records and updating existing
records, obtaining and following up incomplete data, including details of
patient family history, and dealing with mislabelled samples and samples to
be rejected. This must be done in a timely manner to enable downstream
processes to be completed as efficiently as possible. Records in the
departmental database are shared, and data recorded impacts across the
Genetics Laboratory and Clinical Genetics departments.
To
enable analysis of samples the laboratory infrastructure must be maintained.
Secretarial, administrative and clerical support are required for booking in
samples, including; entering orders onto the laboratory database, placing
orders using Trust ordering system, telephone and email, following up orders once received
and following up outstanding orders. In addition secretarial, administrative
and clerical support are required for triaging issues raised from sample
receipt and send, dispatching samples for analysis elsewhere in the UK and
internationally. The post holder(s) is
also responsible for co-ordinating the clerical work of the medical
laboratory assistant to ensure the clerical needs of the laboratory are met
including; issuing laboratory reports, filing laboratory records and
assisting with sample data entry. Secretarial, administrative and clerical
support is also required for other duties including dealing with the majority
of incoming phone calls preparing and distributing minutes of laboratory
meetings and scanning records
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
Liaising with clinicians and their
secretaries in person, by email, database query or telephone to request
accompanying paperwork, letters, questionnaires, family pedigree details etc
to be sent with the sample.
Liaising with other laboratories
around the UK and overseas about their requirements for accepting samples
their labelling policies and sample concentration requirements.
Forward any complex clinical
enquiries on to the appropriate member of the laboratory staff.
Ensure messages of importance are
drawn to the attention of appropriate members of staff.
Receive incoming requests for
services and co-ordinate test submission according to laboratory protocol.
Ordering and following up orders.
Issuing laboratory reports to
requesting clinician, and copies as requested. Urgent reports as instructed.
Emailing reports as authorised by
Clinical Scientists.
Identify and prioritise urgent from
non-urgent letters.
Ensure diligence when faxing
confidential information.
Checking patient database for
previous referral of patient, including where repeat extraction may be
required. Bringing duplicate/surplus samples, which may need to be rejected
and discarded, to the attention of the Duty Scientist.
Assisting the Duty Scientist in
dealing with Mislabelled Samples, including sending letters to the
appropriate Consultant/requesting Doctor.
Administration and recording of
mislabelled samples, including letters and patient database updates.
Liaising with clinicians where
necessary to obtain complete and accurate referral information.
Alerting Duty Scientist to samples
that have been sent to the laboratory in error and assist in redirecting.
Creating and sending of DNA storage
and rejection letters.
Creating full and accurate patient
records, including checking if patient already exists in database, and
merging duplicate records according to strict departmental policy.
Identifying correct referring clinician and centre. Identifying research
project samples.
Creating database entries for new
referring Clinicians and Referring Facilities, including contacting centres
for accurate details.
Using confidential NHS tracing
website or contacting referring centre to obtain full and accurate required
patient information.
Recording comments in the database
on any additional or unusual aspect of the referral.
Identifying family relationships
and pedigrees within the patient database. Liaising with consultants, GPs and
their secretaries to obtain full details of any family history associated
with the testing requested on a patient and linking these to existing
pedigrees within the patient database. Creating new pedigrees as appropriate.
Merging duplicate pedigrees
according to strict departmental policy including updating paper records in
the laboratory and informing Clinical Genetics of any changes.
Creating database entries for
mislabelled and rejected samples.
Liaising with colleagues regarding
database operational issues.
Paper filing of clinical referrals,
reports and associated laboratory paperwork.
Scan a variety of laboratory and
staff documents as appropriate for long-term digital storage. Prepare
laboratory documents for off-site scanning and storage.
Maintenance of auditing spread
sheets and preparation of audit reports for the section.
Preparation and submission of
documents and/ or data files for Trust compliance monitoring.
Maintain accuracy in data transfer
and carry out routine checks of sample and data transfer by other staff.
Preparation of documentation
required in the export of samples to 3rd party laboratories.
Creating and sending letters as
required using appropriate templates.
Arrange and administer specific
events and projects as required.
Deal with a variety of sensitive
and highly confidential material, producing confidential reports and
correspondence as required.
Act as a first point of contact for
service users, answering telephone calls and responding to emails.
Dispatch letters and clinical
reports by post or fax.
Archive and/or scan paper filing of
clinical referrals, reports and other laboratory documents.
Collaborate with other members of
the department to achieve an effective and reliable service.
THE
LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values
Additionally,
the following are core values which relate specifically to this post:
Patient centred: Relates activities
back to patient care and needs, and maintains patient confidentiality.
Accountable: Maintenance of highest
standards with reference to Internal Audit and Clinical Pathology
Accreditation. Respond to mistakes in a way that leads to learning and
service improvement.
Collaborative: Readiness to respond
in a timely fashion to procedural change in this rapidly changing field.
Fair: Demonstration of honesty,
integrity, self-confidence and self-control.
WEST
YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)
Leeds
Teaching Hospitals NHS Trust is part of the West Yorkshire Association of
Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across
West Yorkshire and Harrogate working together to provide the best possible
care for our patients.
By
bringing together the wide range of skills and expertise across West
Yorkshire and Harrogate we are working differently, innovating and driving
forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS
Trust this is your opportunity to be a part of that change.
WYAAT
is the acute sector arm of the West Yorkshire and Harrogate Health and Care
Partnership, one of the largest integrated care systems in the country. The
Partnerships ambition is for everyone to have the best possible health and
wellbeing, and the work of WYAAT, and each individual trust, supports that
ambition.
INFECTION
CONTROL
The
jobholder must comply at all times with the Leeds Teaching Hospitals NHS
Trust Infection Control policies, in particular by practising Universal
Infection Control Precautions. Hand hygiene must be performed before and
after contact with patients and their environment.
HEALTH
AND SAFETY / RISK MANAGEMENT
All
staff are responsible for working with their colleagues to maintain and
improve the quality of services provided to our patients and other service
users. This includes complying at all
times with the Leeds Teaching Hospitals NHS Trust Policies, including Health
and Safety policies, in particular by following agreed security and safer
working procedures, and reporting incidents using the Trust Incident
Reporting system
EQUALITY
AND DIVERSITY
The
jobholder must comply with all policies and procedures designed to ensure
equality of employment and that services are delivered in ways that meet the
individual needs of patients and their families. No person whether they are staff, patient
or visitor should receive less favourable treatment because of their gender,
ethnic origin, age, disability, sexual orientation, religion etc.
TRAINING
AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT
The
jobholder must take responsibility in agreement with his/her line manager for
his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The
jobholder will undertake all mandatory training required for the role.
