The main purpose of the Medical Secretary is to provide an efficient and high-quality secretarial service to the laboratory and our clients. The primary working relationships will be within the office, the Administration Manager and the Laboratory Operations Director.
* Managing of the ‘Histology Secretary’ inbox (replying to queries, enquiries and other emails sent to histology.secretary@unilabs.com) in a timely manner
* Booking couriers collections, regular and ad hoc.
* Data entry of cytology cases. This could include audio typing and additional reports (all working towards agreed turnaround times) and having a sharp eye for detail. A very high level of typing accuracy and speed is essential
* Dealing with Immuno approvals and additional charges
* Typing additional reports/Second opinion to the cases and making sure these are authorised by a pathologist (all working towards agreed turnaround times)
* Filing of request forms
* Creating a spreadsheet for overnight bags 3 times a week on behalf of Specimen reception to be sent to Citysprint
* Chasing external results
* Flag unexpected cancer reports to Hospitals/Consultants
* Chasing and scanning Immuno results to the case on Morphology and Athena
* Franking letters and packages on behalf of the Company daily
* Sorting out the daily delivery of post and distribute to the relevant people/departments
* Booking Taxis for Laboratory staff and Management
* Typing Brain reports and making sure these are authorised
* Dealing with system case un-authorisations due to booking in errors
* Chasing Clients for Insurance/patient details on behalf of the Finance team
* Dealing with LOG requests
* Sorting, scanning and e-mailing Dispatch logs to the Clients
* Forwarding any stock request to the relevant departments
* Going through weekly MDT lists and sending the reports to the relevant pathologists
* Communicating with the accounts and marketing team
* Assisting in ensuring new staff / temporary staff receive adequate training, support, and guidance
* Scanning MDT reports to Morphology and Athena
* Applying yourself to be aware, efficient, and generally helpful with the use of your initiative in accomplishing additional tasks around the office
* Follow instructions given by the Office Manager / Laboratory Operations Manager
* To refer problems (where necessary) to the Office Manager / Laboratory Operations Manager
* To take part in annual appraisals
Other duties will include:
* Answering telephones calls and emails to colleagues and clients
* Updating client details
* Archiving of cartridges and any unnecessary items
* Being first point of contact to all pathologists – helping them the best you can
* Being of assistance to the laboratory and the staff
* Communicating with the accounts and marketing team
* Ordering of stationary (keeping a close eye on shortages)
* Attending monthly lab meetings
* Participating in regular office meetings
* Offering suggestions for things that will benefit the office and your team
* At times it may be necessary to stay later to complete tasks (report to office manager)
* Vigilant in completing tasks independently and seeing if there is anything additional to be completed.
* Show a willingness to help.
* Perform well under pressure, consider your staff peers and always be well presented.
Requirements
Essential:
* Microsoft Office (inclusive of Word, excel, and highly in Outlook)
* Previous experience in a Clinic or Hospital as a Medical secretary
* Ability to manage their own time and tasks.
* Ability to learn and implement procedures successfully and timely.
* Ability to work well with and relate to others.
* Understanding of company health and safety and confidentiality policies
* Work well in a team
* Flexible §
* Willingness to help
* Good use of initiative and observant
* Well-organized, tidiness, attentive and capable
Desirable:
* Minimum typing speed 35 w.p.m
* Experience of pathology computer systems and audio typing.
* Good communicator and very good telephone manner.
* Ability to work under pressure and deadlines
* Good written and vocal skills
* Well presented
* Professionalism at all time
Benefits
Why Join Unilabs: At Unilabs, you'll have the opportunity to make a significant impact in the healthcare industry while working with a diverse and talented team. We offer competitive compensation, comprehensive benefits, and a supportive work environment that fosters growth and development.