Managing Consultants and Medical Secretaries

Purpose

NHS At Work can be used to link consultants with their medical secretaries and their assigned resident doctors. Adding consultants to the system will allow medical secretaries to receive notifications when leave has been approved which assists in ensuring appropriate medical cover for clinics and theatres. This guide covers each step of the process for adding and editing these profiles, split into the following sections:

• Adding a Consultant
• Creating a Medical Secretary Role
• Adding a Medical Secretary to a Consultants Profile
• Adding Medics to a Consultants Profile

Adding a Consultant

1.  Navigate to ‘Administration’ in the left menu, ‘Staff’ and then ‘Consultant List’.
2. Click the green ‘+’ icon  on headings bar to open ‘Add Consultant’ page.
3. Complete the form and then click ‘Save’.

4. The consultant will then appear in alphabetical order in the consultant List.
5. Selecting the pencil  icon will allow you to edit the profile.

Creating a Medical Secretary Role

1. Navigate to ‘Administration’ and ‘Manage Users and Roles’.
2. Click the green ‘+’ icon  on the headings bar to open ‘Add New User’ page.
3. Complete details and ensure the ‘Medical Secretary’ box is ticked.
4. Click ‘Save’.

  Top Tip! It is not possible for Trust users to edit roles if this is not ticked at profile creation stage.

5. Click into the ‘Roles’ tab and select the green ‘+’ icon . Scroll through to select the listed role, (in this case ‘Medical Secretary’). The associated ‘Roster Group’ or ‘Roster’ is an optional field but must be filled in if the user shouldn’t have this access to all rosters.

Top Tip! Select the pencil icon    to edit a role or the bin icon to delete it .

Adding a Medical Secretary to a Consultants Profile

1. Navigate to ‘Administration’, ‘Staff’, and then ‘Consultant List’.
2. Scroll down to the ‘Medical Secretary’ section and select the green ‘+’ icon    in the top right corner.
3. Add the name and start date and click ‘Save’. The medical secretary will then be listed in the profile.

Top Tip! Once a medical secretary is connected to a consultant, they will also receive notifications regarding changes to their associated doctors. See the next section – ‘Adding Medics to a Consultants Profile’ – to learn how to associate resident doctors to their consultant.

Adding Medics to a Consultants Profiles

1. Navigate to ‘Administration’, ‘Staff’, and then ‘Consultant List’.
2. Scroll down to the ‘All Rotations’ field and select the green ‘+’ icon .
3. Complete the form and then click ‘Save’.
4. The consultant will then appear together with a listing of medics in the same specialty.

5. Drag and drop the medic below the Consultant’s name.

Top Tip! It may be necessary to review this when each rotation occurs to ensure the medics remain associated with the correct consultants.

Version 1.0 - Approved 21/11/2025