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Department Level Secretary

4 months ago

Opelousas, United States Opelousas General Health System Full time
Job DescriptionJob Description

The Clerical Secretary will perform the various office tasks required with receiving, processing, reporting, and delivering laboratory test results and other lab reports as they are completed in the department and/ or received from reference laboratories in a timely manner. Upon receiving written or verbal orders for physicians or their , the Clerical Secretary will help coordinate efficient and timely patient specimen collection by the Phlebotomists, ED Tech, Clinical Lab Assistants, and Lab Technicians. All testing orders are directed to the phlebotomy team in order of priority. The Clerical Secretary will field questions from various sources regarding information about the Laboratory and lab test requirements or specifics and test results. The Clerical Secretary will prepare changes for billing. The Clerical Secretary must be able and willing to work flexible hours. Finally, the Clerical Secretary should help to administer and coordinate programs within the framework of the established policies, performs tasks in a safe manner and in accordance with the safety and health programs, assists in training and maintenance of a safe workplace for all staff within the Laboratory, Outpatient Laboratory, and Opelousas General Health System.

Essential Duties & Responsibilities:

  • Accurately and efficiently processes anatomical and clinical lab test reports and distributes to areas
  • Receives phone orders for lab tests from physicians, nurses, unit clerks, and convalescent homes
  • As phone orders from lab tests are received they are prioritized according to need (STAT, NOW, routing) and efficiently routed to the phlebotomy team, outpatient registration clerks, and laboratory team.
  • Follows all laboratory safety rules and reports any possible hazards to the Clerical Lab Supervisor and/or Director of Environmental & Outpatient Lab Services
  • Files and/or retrieves lab copies of patient test reports in cabinet files and/or in computer
  • Phones results of patient tests to physicians, nurses, or unit clerks as required or requested by Clerical Supervisor or Lab Technologist as urgency dictates
  • Keeps the Clerical Supervisor informed about malfunctioning of any office equipment
  • Verifies inventories and prepares orders for certain lab supplies as directed by the Clerical Supervisor
  • Is capable of handling numerous telephone calls simultaneously which includes reports and requests with regard to the following:
    • Receipt and dispatch of orders for specimen collection for testing
    • Requests for patient reports/ test results
    • Status of in-house tests
    • Status of reference tests
    • “Turnaround Time” for tests
    • Verification of patient test orders
    • Status of blood bank transfusion services patient blood products
    • Laboratory specimen requirements
    • Copies of patient lab reports
    • Telephoned reports from reference lab
    • Arrangements for courier services and transportation for special patient tests samples to specialized reference labs
    • Recalls patients for re-draw when recollection of specimen is necessary
  • Familiarity with sources of information about Laboratory testing procedures/ policies for the various areas within the Lab (Surgical Pathology, Histology, Chemistry, Microbiology, Hematology, Blood Bank, Coagulation, Urinalysis)
  • Maintains current address files for physicians, hospitals, health care institutions, and labs, etc within organization database
  • Routes pertinent microbiology and serology reports to Infection Control Nurse, (i.e.) patients/hospitals staff or quality assurance studies positive for bacterial culture, hepatitis, and clostridium difficile toxin
  • Properly greet and register all patients within patient tracker routing system assigned by organization database
  • Responsible for maintenance and is capable of operating the various equipment in the Lab office, including but not limited to the following:
    • Photocopy machines
    • Fax machine
    • Telephone system
    • Reference lab computer
    • Computer
  • Types laboratory requisitions when required
  • Assists phlebotomists when necessary, i.e. holding children for blood draws, checking specimen requirements, distribution of incoming patient samples and test requisitions to various areas in the Lab as requested
  • Performs other duties as requested by the Clerical Supervisor and/or Lab Manager
  • Accuracy and efficiency with which all assignments are completed
  • Shows willingness to assist other Laboratory personnel when requested
  • Shows willingness to assist other Laboratory personnel as workload permits without being requested to do so
  • Encourages other Lab personnel towards professional growth and development by sharing information
  • Keeps current with changes in Laboratory procedures
  • Daily assignments are completed within 8 hour shift
  • Organizes work for effective utilization of time
  • Able to determine priorities when organizing daily assignments
  • Utilizes supplies in non-wasteful manner
  • Observes confidentiality both with patient information and co-workers
  • Promotes an environment in which the Laboratory staff can work together cooperatively toward objectives
  • Directs, explains, and interprets work procedures, and makes decisions on difficult clerical problems
  • To understand, interpret, and apply laws, rules, and written directions to specific situations
  • Analyze data, draw logical conclusions and to communicate clearly and concisely orally and in writing
  • Review and print lab orders and labels.
  • Strong attention to detail.
  • Update job knowledge by participating in educational opportunities, reading professional publications, maintain personal networks, participate in professional organizations

Education: High School Diploma/GED required.

Experience: 1 year of clerical/secretarial experience required.

Additional Experience PreferredEDUCATION/TRAINING/EXPERIENCE:
• High School diploma or equivalent
• Must have basic clerical skills, such as: Typing/Word Processing, filing, medical terminology, and be computer literate
• Clerical Experience preferred
EQUIPMENT OPERATED:
• Computer/Windows 10
• Centrifuge
• Multiline telephone
• Label printer
• Printer/Copier
• Any other lab equipment introduced to organization