LAB SECRETARY - PATHOLOGY

Position Summary

Under the supervision of the Pathology Laboratory Assistant Manager, provides administrative and secretarial support to pathologists, lab management and pathology laboratory staff. Daily responsibilities include answering and directing calls, processing requests for finalized pathology reports, pulling slides and tissue blocks for internal and external requests, documenting and tracking slide and tissue block activity and consult cases, and maintaining departmental records. Performs additional administrative duties necessary to support efficient Pathology laboratory operations.

Department Summary

The Pathology Laboratory supports patient diagnosis and treatment by providing comprehensive Surgical Pathology, Cytology, and other Pathology laboratory services. The department works closely with physicians, clinical departments, and outside healthcare providers to ensure accurate and timely diagnostic information. Pathologists, laboratory professionals, and support staff work collaboratively to maintain quality, patient safety, confidentiality, and regulatory compliance.

Qualifications

• High school diploma or equivalent required.

• Previous healthcare, laboratory, or medical-office experience desired.

• Knowledge of medical terminology preferred.

Department Qualifications

• Previous Pathology or laboratory experience desired.

Skills

• Ability to multitask, prioritize responsibilities, and maintain focus.

• Proficiency with Microsoft Office applications.

• Strong typing, computer, and data-entry skills.

• Strong organizational skills and attention to detail.

• Effective professional, customer service, and telephone communication skills.

• Ability to work independently and use professional judgment.

• Ability to communicate professionally and work effectively with pathologists, laboratory management, and staff.

• Strong attention to detail.

Department Skills

• Ability to maintain confidentiality and handle protected health information appropriately.

• Ability to accurately retrieve, document, and track pathology reports, slides, and consult cases.

• Ability to learn and follow Pathology procedures, computer systems, and approved methods for securely transmitting patient information.

• Ability to learn and use the Laboratory Information System (LIS) and other departmental software applications required for daily work.

Responsibilities & Expectations

• Perform duties in an efficient and timely manner in accordance with established procedures.

• Exercise professional judgment to recognize, prioritize, and facilitate varying tasks and job duties.

• Answer, screen, and direct calls appropriately.

• Use High Reliability Organization (HRO) Tools and Tones to communicate effectively and professionally.

• Type memos, recommendation letters, and other materials as requested.

• Open, sort, and distribute mail.

• Organize, scan, copy, file, and maintain departmental paperwork and records.

• Enter Information Technology help-desk tickets upon request.

• Maintain patient, employee, and departmental confidentiality.

• Perform other administrative duties as assigned.

Department Responsibilities & Expectations

• Coordinate meetings and other activities for pathologists.

• Coordinate consult cases, including status monitoring and follow-up.

• Respond to requests from outside provider offices by verifying the requester, locating and printing finalized pathology reports, and securely transmitting them through approved email or fax methods.

• Pull requested slides and tissue blocks for internal reviews and external consult cases.

• Prepare required consult documentation and correspondence.

• Document and track slide and tissue block requests, consult cases, status, and return of materials using established logs and procedures.

• Refile returned slides and tissue blocks in the appropriate storage location.

• Scan documents into the Lab Information System (LIS).

Working Conditions

• Part-time position working 20 hours per week, Monday through Friday, during first-shift afternoon hours.

• Department hours are 6:30 a.m. to 5:00 p.m., with the employee's specific hours scheduled by the Pathology Laboratory Assistant Manager.

• No regularly scheduled weekends, holidays, or on-call responsibilities.

• Position is based at Aultman Main Campus.

• Work is primarily performed in an office setting within the Pathology Laboratory.

• Work requires the ability to manage interruptions and changing priorities while maintaining accuracy and confidentiality.

Hazardous Exposure Category

Category III - Includes tasks that involve no exposure to blood, body fluids, or tissues and Category I tasks are not a condition of employment. The normal work routine involves no exposure to blood; body fluids or tissues (although situations can be imagined or hypothesized under which anyone anywhere might encounter potential exposure to body fluids.) Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency care or first aid or to be potentially exposed in some other way.

Physical Addendum

Demands

Frequency

Remarks

Lifting 0-10 lbs

Occasional 10-33%

Lifting 10-20 lbs

Never

Lifting 20-35 lbs

Never

Lifting 35-50 lbs

Never

Lifting 50-75 lbs

Never

Lifting 75-100 lbs

Never

Lifting over 100 lbs

Never

Forward Reaching

Occasional 10-33%

Overhead Reaching

Occasional 10-33%

Standing

Occasional 10-33%

Walking

Occasional 10-33%

Sitting

Frequent 34-65%

Climbing

Never

Stairs/Ladder

Never

Bending/Stooping

Never

Twisting/Turning

Occasional 10-33%

Kneeling/Squatting

Never

Crawling

Never

Pushing/Pulling 0-10 lbs

Occasional 10-33%

Pushing/Pulling 10-20 lbs

Never

Pushing/Pulling 20-35 lbs

Never

Pushing/Pulling 35-50 lbs

Never

Pushing/Pulling 50-100 lbs

Never

Pushing/Pulling over 100 lbs

Never

Carrying 0-10 lbs

Occasional 10-33%

Carrying 10-20 lbs

Never

Carrying 20-35 lbs

Never

Carrying 35-50 lbs

Never

Carrying 50-100 lbs

Never

Carrying over 100 lbs

Never

Grasping/repetitive sustained

Occasional 10-33%

Fine motor coordination

Frequent 34-65%

Vision: Near/Far/Color

Continuous 66% of the day

Hearing: ordinary conversation/other

Continuous 66% of the day