Department Level Secretary

Opelousas General Health System•Opelousas, LA

About The Position

The Clerical Secretary performs office tasks involved in receiving, processing, reporting, and distributing laboratory test results and other reports in a timely manner. The role receives written or verbal physician orders and helps coordinate efficient patient specimen collection by phlebotomists, ED technicians, clinical lab assistants, and lab technicians. Test orders are routed to the phlebotomy team according to priority. The secretary fields questions about laboratory services, test requirements, procedures, and results, and prepares billing changes. The position supports laboratory operations by handling telephone calls and orders, tracking test status, communicating results, maintaining patient and physician records, assisting with patient registration, and operating office and laboratory equipment. It also includes assisting phlebotomists when needed, following laboratory safety practices, helping maintain a safe workplace, and completing other duties as assigned. The secretary is expected to work flexibly, organize work effectively within an eight-hour shift, maintain confidentiality, and keep current with laboratory procedures.

Requirements

High school diploma or GED.
Basic clerical skills, including typing or word processing and filing.
Medical terminology knowledge.
Computer literacy.
Strong attention to detail.
Ability and willingness to work flexible hours.

Nice To Haves

Clerical experience.

Responsibilities

Accurately and efficiently process anatomical and clinical laboratory test reports and distribute them to appropriate areas.
Receive laboratory test orders by phone from physicians, nurses, unit clerks, and convalescent homes.
Prioritize phone orders, such as STAT, NOW, and routine orders, and route them to the phlebotomy team, outpatient registration clerks, and laboratory team.
Follow laboratory safety rules and report potential hazards to the Clerical Lab Supervisor and/or Director of Environmental & Outpatient Lab Services.
File and retrieve patient test report copies using cabinet files and computer systems.
Phone patient test results to physicians, nurses, or unit clerks when required or requested, according to urgency.
Inform the Clerical Supervisor about malfunctioning office equipment.
Verify inventories and prepare orders for laboratory supplies as directed.
Handle multiple telephone calls and requests concerning specimen collection orders, test results, in-house and reference test status, turnaround times, order verification, blood bank services, specimen requirements, report copies, reference lab reports, courier arrangements, and patient recollections.
Maintain familiarity with information sources on testing procedures and policies across laboratory areas, including Surgical Pathology, Histology, Chemistry, Microbiology, Hematology, Blood Bank, Coagulation, and Urinalysis.
Maintain current address files for physicians, hospitals, healthcare institutions, and laboratories in the organization database.
Route pertinent microbiology and serology reports to the Infection Control Nurse.
Greet and register patients using the assigned patient-tracking system.
Maintain and operate laboratory office equipment, including photocopiers, fax machines, telephone systems, reference lab computers, and computers.
Type laboratory requisitions when required.
Assist phlebotomists when necessary, including helping with children during blood draws, checking specimen requirements, and distributing incoming samples and requisitions to laboratory areas.
Perform other duties as requested by the Clerical Supervisor and/or Lab Manager.
Complete assignments accurately and efficiently, assist other laboratory personnel, share information to encourage professional development, and keep current with laboratory procedure changes.
Complete daily assignments within the eight-hour shift, organize work effectively, determine priorities, and use supplies without waste.
Maintain confidentiality of patient and coworker information and promote cooperative work among laboratory staff.
Direct, explain, and interpret work procedures; make decisions on difficult clerical problems; and apply laws, rules, and written directions to specific situations.
Analyze data, draw logical conclusions, and communicate clearly and concisely orally and in writing.
Review and print laboratory orders and labels.
Update job knowledge through educational opportunities, professional publications, personal networks, and professional organizations.