Pathology Secretary

The pathology secretary works under the supervision of the Laboratory Director. The pathology secretary plays a crucial role in supporting the Pathology Department by managing a variety of administrative and clerical tasks. Responsibilities include handling telephone inquiries for Pathologists, addressing customer questions, and ensuring excellent service while adhering to HIPAA standards. The role involves assisting with Histology and Cytology processes, ordering and preparing specimens for additional testing, and tracking referrals to other labs. The Pathology Secretary also manages electronic medical records, maintains pathology files, and supports Pathologists and Lab Management with correspondence, policies and meeting logistics. Additionally, the role includes processing legal requests, sorting mail, and maintaining office inventory.

• Handles telephone inquires for Pathologist, which includes requests for reports or order requests. Answering customer questions as necessary while offering excellent customer service. Communicates effectively with Physicians and caregivers while maintaining patient and staff confidentiality, following HIPAA Standards.
• Assists with Histology & Cytology process as necessary to complete patient reports in preparation for specimens sent out for additional testing.
• Assists with ordering additional testing and preparation of specimens for send-out at request of attending Pathologist or Physician for additional molecular testing. This includes checking the patient’s insurance for workflow appropriateness as well as delivering packaged material to distribution within established time frame. Prepares send out requests (pulling slides and preparing reports) for outside consultations as requested by the Physician and/or patient. Tracks Pathology specimens that are referred to other labs for timely completion.
• Enters outside consultation reports and referral lab results into electronic medical record with review/approval of Pathologist.
• Maintains pathology files for reports, quality assurance, consultation, etc. Pulls slides & corresponding reports in preparation for respective Pathologist to discuss at breast/general conference and lung conference as requested.
• Types and maintains correspondence (including order requisitions), policies and procedures for the pathologists and Lab Management as needed. Prepares and distributes Lab Updates from Lab Management on a bi-weekly basis.
• Receives and processes Legal requests to preserve Pathology materials.
• Sorts and delivers mail to the respective departments within Lab.
• Schedules Pathology Department meetings and distributes appropriate agenda and meeting minutes. Attends the Pathology Department meetings and transcribes minutes.
• Maintains inventory and orders supplies for the Pathology Office.
• Other duties as assigned.

Education

• H.S. Diploma - or GED or HiSET equivalent - Required
• Completion of coursework in medical terminology, anatomy and physiology and disease processes - Preferred

Work Experience

• 2 Years - Experience in medical terminology/transcription - Preferred

Licenses and Certifications

• Upon Hire

Travel Requirements

• Must be able to travel between various system facilities and off-site locations as needed. - Required

Skills and Abilities

Essential Technical/Motor Skills

• Computer literacy with expert Microsoft Word skills and familiarity with work expansion software. Typing speed of 50 wpm.

Interpersonal Skills

• Must demonstrate the ability to Display professional attitude, demeanor, and appearance. Communicate effectively with diverse groups of people. Maintain flexibility in a fast-pace environment, allow for changes in priorities and work with interruptions while maintaining productivity and accuracy. Work both independently with little to no supervision while also working as part of a team. Support a customer service philosophy and demonstrate RESPECT values. Maintain discretion always, using sound judgment to appropriately handle private and sensitive health information and abide by all privacy laws

Essential Physical Requirements

• Regularly required to sit, reach with hands and arms, stand walk, climb, balance, stoop, kneel, or crouch. Must have the ability to lift and/or move up to 10 to 25 pounds.

Essential Mental Abilities

• Must demonstrate the ability to:
• inspect and verify information for accuracy, paying close attention to detail• plan, schedule, organize, and prioritize work with ability to adapt to interruptions and changing priorities• Organize, assemble and compile information in electronic format, including tracking and recording information in log sheets and reports.• Think logically and independently and make appropriate decisions in routine and non-routine situations• Formulate ideas and thoughts and present them meaningfully.

Essential Sensory Requirements

• Excellent visual, auditory and listening skills with ability to understand diverse accents, dialects and varying dictation styles.

Exposure to Hazards

• Infectious body fluids, hazardous chemicals and fumes. Electrical output of personal computer, eye and neck strain.

Other Skills and Abilities