Medical Secretary ADHD FLOCUS Service

Job description

Job responsibilities

Supporting Psychiatrists

Core Administrative Functions:

- Draft and send clinical letters and reports using psychiatrist dictation or standardised templates (e.g. ADHD diagnosis, titration, discharge summaries) to GPs, patients, and other services.- Manage incoming and outgoing correspondence, including queries from patients, carers, and GPs.- Track patient information and follow-up actions, ensuring timely communication and documentation.- Support psychiatrists with complex case administration, including shared care agreements.

Operational Support:

- Maintain shared digital workspaces (e.g. Microsoft 365, Notion) for collaborative note-taking and task tracking.- Use pre-drafted templates to streamline documentation and reduce psychiatrist workload.- Coordinate scheduling and ensure timely completion of reports (e.g. 7 days for low/medium complexity, 14 days for high complexity cases).

Compliance and Confidentiality:

- Adhere to data protection protocols and confidentiality standards, especially when handling sensitive patient data.- Participate in onboarding and training programmes to ensure understanding of Sinclair Strongs policies and procedures.

Administrative Support Titration Team

Patient Coordination:

- Assist with scheduling and communication for telemedicine-based titration appointments.- Track and log patient-submitted blood pressure readings and medication feedback.- Ensure patients complete required forms and attend check-ins at least twice per month.

Medication Monitoring Support:

- Monitor patient engagement and flag non-compliance or missed appointments to prescribers.- Coordinate prescription renewals by prompting patients to request scripts at least 7 days in advance.

Documentation and Reporting:

- Transcribe clinician dictations for titration-related reports and ensure timely distribution to relevant parties.- Maintain accurate records of titration progress, side effects, and patient-reported outcomes.

As the service grows - Implementation and Oversight

Recruitment and Allocation:

- Medical secretaries may be hired part-time or full-time, depending on service demand, with flexible or hybrid working models considered.- Secretaries may be assigned to specific psychiatrists or rotate across teams based on caseloads.

Monitoring and Evaluation:

- Performance will be tracked through metrics such as report turnaround times, psychiatrist satisfaction, and communication quality.- Oversight by the operations team includes recruitment, onboarding, and ensuring IR35 compliance.

Person Specification

Experience

Essential

• Previous experience in a medical secretary role within a healthcare setting.
• Excellent written and verbal communication skills.
• Strong organisational skills and attention to detail.
• Confidence using digital tools and platforms e.g. Microsoft 365.

Desirable

• Understanding of ADHD and/or experience supporting mental health services is desirable.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Sinclair-Strong Consultants Ltd

Address

Building 80 Churchill Square

Kings Hill

West Malling

Kent

ME19 4YU

Employer's website

http://www.sinclairstrong.co.uk/ (Opens in a new tab)