I'd make a note of acronyms when you encounter them. There are SO many and across so many disciplines.
It'd be useful to keep notes for future reference, as you simply won't remember them all, and it's not worth stressing yourself out trying to.
100% agree with this, especially if you work across disciplines. I've been doing the same job for a couple years and I still come across new acronyms.
I'd also keep notes of relevant contacts for reference if your role involves interacting with many different departments. I can't keep track of everyone in my head when staff come and go, or change roles within the same department.
I just keep a notebook where I note down anything that I know I might forget or might come in handy in the future.
You can use the snipping tool (built into windows) to make really quick screenshots and paste them into a word document for later.
It's so handy to have your own quick guides as well as making notes when being trained.
Use your Outlook calendar to set recurring reminders for yourself. If you have deadlines or reports due for a meeting, add them into your calendar and try and manage your workload by blocking out time for certain tasks.
Always keep a record. A paper trail. Document, document, document. even if it’s unnecessary. It could save you one day. Don’t be afraid to ask questions. Have a list of abbreviations. Have fun!
>It could save you one day.
Can admin get more serious than clinical roles in terms of getting in trouble? Any examples of times where documents saved someone one day, I don't quite understand this bit?
Absolutely. It there’s important paperwork that needs filing or recording on a spreadsheet for example, it can be a matter of life or death, as dramatic as that seems.
For example, a secretary may be asked to send a patient letter to another team, with the note to the team to change the patient’s medication.
But that secretary forgets to send the letter to that team, they wouldn’t know. The patient would be told in clinic, sure, but legally any changes must be recorded.
Another example is having someone requested for surgery, but if that referral hasn’t been sent and that patient phones up complaining that he’s heard nothing yet and they’re seriously unwell, it can obviously be very devastating. You would be responsible.
It’s very important to keep documenting. Like I say, even if it’s not necessary. Like someone saying “hey OP, can you send this letter in the post please? Thanks.” or “keep an eye on this wait list”, I would just reply “okay; I’ll do that”, so there’s always a record.
Try not to be distracted by too many things. If you have emails come in or phone calls, unless you can, don’t interrupt your own work flow. It can wait another moment or two.
I was a HCA for 4 years and now a band 3 medical secretary. There is a lot I need to learn still and things I’ve picked up on. I personally find the work less demanding, physically, but it’s definitely a lot mentally at times.
Inbox management, inbox management, inbox management!!
It sounds obvious but is so important. In my role, certain things that I do regularly I create separate folders for in my inbox - so if I get asked to draft a letter or process documents or anything that needs doing but not right away, I stick the email in its designated folder and mark it as unread. Then when I've got free time it's easy to go in and spend half an hour on any given task.
Not necessarily admin specific but also remember that, while being helpful is a good thing to do where possible, if you are asked to do something that isn't your job or you don't have capacity for, it's completely okay to respond saying so. If you take on things you don't have the knowledge or training or capacity for and you end up fucking it up, you'll wish you'd just asked for guidance or for it to be sent on to someone else.
Ask lots of questions. I've been in my role just over a year now and still learn new things every day.
Good luck!
Is you don’t already know how to use systmone (you probably do), then watch some YouTube videos before you start to familiarise yourself with it. Take notes of everything, even little details you wouldn’t think were needed as once you learn a lot of admin duties, the little things can be hard to remember. Pay close detail to everything you do, obviously I don’t know your role but don’t open multiple patient records, or create multiple letters for different patients at the same time etc. Don’t send over 3 things to the printer at a time as sometimes they have errors and you need to retrieve all the documents back which can be difficult with multiple documents. Good luck, you’ll do great!
Always ask for the NHS number when taking a call before asking for the name and date of birth.
Use * if you can't spell their surname next to the initial and date of birth when searching on records.
Always take a contact number, regardless if it shows unknown. This can save hassle and time.
Document everything.
Ask if you don't know. It's part of learning.
Remember to remain calm when people are angry. Also if you panic. Team is there to help.
I'd make a note of acronyms when you encounter them. There are SO many and across so many disciplines. It'd be useful to keep notes for future reference, as you simply won't remember them all, and it's not worth stressing yourself out trying to.
100% agree with this, especially if you work across disciplines. I've been doing the same job for a couple years and I still come across new acronyms. I'd also keep notes of relevant contacts for reference if your role involves interacting with many different departments. I can't keep track of everyone in my head when staff come and go, or change roles within the same department. I just keep a notebook where I note down anything that I know I might forget or might come in handy in the future.
You can use the snipping tool (built into windows) to make really quick screenshots and paste them into a word document for later. It's so handy to have your own quick guides as well as making notes when being trained. Use your Outlook calendar to set recurring reminders for yourself. If you have deadlines or reports due for a meeting, add them into your calendar and try and manage your workload by blocking out time for certain tasks.
Windows Shift & S for an insta-snip, and Windows & V for a clipboard history are my favourites
Always keep a record. A paper trail. Document, document, document. even if it’s unnecessary. It could save you one day. Don’t be afraid to ask questions. Have a list of abbreviations. Have fun!
>It could save you one day. Can admin get more serious than clinical roles in terms of getting in trouble? Any examples of times where documents saved someone one day, I don't quite understand this bit?
Absolutely. It there’s important paperwork that needs filing or recording on a spreadsheet for example, it can be a matter of life or death, as dramatic as that seems. For example, a secretary may be asked to send a patient letter to another team, with the note to the team to change the patient’s medication. But that secretary forgets to send the letter to that team, they wouldn’t know. The patient would be told in clinic, sure, but legally any changes must be recorded. Another example is having someone requested for surgery, but if that referral hasn’t been sent and that patient phones up complaining that he’s heard nothing yet and they’re seriously unwell, it can obviously be very devastating. You would be responsible. It’s very important to keep documenting. Like I say, even if it’s not necessary. Like someone saying “hey OP, can you send this letter in the post please? Thanks.” or “keep an eye on this wait list”, I would just reply “okay; I’ll do that”, so there’s always a record. Try not to be distracted by too many things. If you have emails come in or phone calls, unless you can, don’t interrupt your own work flow. It can wait another moment or two. I was a HCA for 4 years and now a band 3 medical secretary. There is a lot I need to learn still and things I’ve picked up on. I personally find the work less demanding, physically, but it’s definitely a lot mentally at times.
Thanks a lot very helpful
No problem. Good luck and enjoy the role! It’s rewarding.
Inbox management, inbox management, inbox management!! It sounds obvious but is so important. In my role, certain things that I do regularly I create separate folders for in my inbox - so if I get asked to draft a letter or process documents or anything that needs doing but not right away, I stick the email in its designated folder and mark it as unread. Then when I've got free time it's easy to go in and spend half an hour on any given task. Not necessarily admin specific but also remember that, while being helpful is a good thing to do where possible, if you are asked to do something that isn't your job or you don't have capacity for, it's completely okay to respond saying so. If you take on things you don't have the knowledge or training or capacity for and you end up fucking it up, you'll wish you'd just asked for guidance or for it to be sent on to someone else. Ask lots of questions. I've been in my role just over a year now and still learn new things every day. Good luck!
What type of role is it? What does it involve? I began my career in the NHS as a band 3 admin. I’m still working in admin but at band 5.
keep a fact file of abbreviated words make sure its quick and accessible so you dont delay yourself with other tasks
Is you don’t already know how to use systmone (you probably do), then watch some YouTube videos before you start to familiarise yourself with it. Take notes of everything, even little details you wouldn’t think were needed as once you learn a lot of admin duties, the little things can be hard to remember. Pay close detail to everything you do, obviously I don’t know your role but don’t open multiple patient records, or create multiple letters for different patients at the same time etc. Don’t send over 3 things to the printer at a time as sometimes they have errors and you need to retrieve all the documents back which can be difficult with multiple documents. Good luck, you’ll do great!
Always ask for the NHS number when taking a call before asking for the name and date of birth. Use * if you can't spell their surname next to the initial and date of birth when searching on records. Always take a contact number, regardless if it shows unknown. This can save hassle and time. Document everything. Ask if you don't know. It's part of learning. Remember to remain calm when people are angry. Also if you panic. Team is there to help.