Posting of all correspondence, internally and externally for the secretarial team. To set up and maintain filing systems ensuring all documents are accurately and appropriately archived. To take responsibility for patients notes in the office. To implement secretarial and administrative policies to track medical records using the Patient Administration System. To set up and maintain a process to ensure all patient filing (including results) are accurately and appropriately archived in the patients electronic records as well as patient case notes. Signing off results in patient administration systems once read and acknowledged by the clinician(s). To ensure all patient correspondence and reports are filed in the patient notes for the next clinic appointment. To obtain medical records requested by secretarial staff from all departments including medical records in a prompt and efficient manner, highlighting any unavailable records to the appropriate member of the team. To answer telephone queries when providing cross-cover for the secretaries when necessary, taking accurate messages and dealing with less complex queries. To use the Patient Administration Systems and email to access patient appointments, waiting list information etc., when required. To communicate with staff from Medical Records, Call Centre and other relevant departments. To collect referral letters for the team to review and return to the Call Centre, on a daily basis. To print and take e-referrals to the scanning team and collect daily to be read by the clinician(s). Take documents over to the scanning bureau on a daily basis. Scanning patient documents onto patient administration systems. Photocopying, faxing and any other clerical duties. To maintain an up-to-date secretarial job plan/cover folder for the secretarial team. To monitor and order sufficient supplies of office stationery and equipment within the department.