Medical Secretary

Essential Functions

• Answer incoming phone calls and respond to emails from clients, pathologists, and other healthcare professionals in a professional, courteous, and timely manner.

• Provide exceptional customer service by addressing inquiries, assisting with requests, and ensuring effective communication between clients and laboratory personnel.

• Follow patient confidentiality guidelines and legal documentation requirements.

• Demonstrate initiative and the ability to work independently while following established procedures and working under periodic oversight.

• Develop and maintain an understanding of laboratory workflows, including the role of transcription in pathology report completion.

• Provide administrative support to the transcription department and assist with the coordination of pathology reports and related documentation

• Maintain accurate and organized records and documentation while ensuring the integrity and confidentiality of patient information.

• Demonstrate sound judgment when handling sensitive information, addressing documentation concerns, and determining when issues require escalation.

• Participate in peer learning, training, and ongoing professional development to strengthen knowledge of medical terminology, laboratory procedures, and administrative processes.

• Collaborate with pathologists, transcriptionists, and other laboratory personnel to support efficient daily operations and timely communication

• Other duties as assigned.

Competencies:

• Listening Skills - Listens attentively to dictated recordings and accurately transcribes verbal information into medical documentation.

• Attention to Detail - Carefully reviews reports for completeness, formatting consistency, grammar, and documentation accuracy

• Critical Thinking - Identifies obvious inconsistencies, omissions, and documentation concerns and escalates issues appropriately.

• Time Management - Manages assigned workload effectively and meets turnaround expectations within structured guidance.

• Confidentiality - Maintains patient privacy and complies with HIPAA, legal documentation standards, and organizational policies.

Qualifications:

• Minimum of two years of experience in a medical or healthcare setting, preferably in a medical secretary, medical administrative assistant, or similar administrative support role.

• High School Diploma or GED

• Computer Skills

• Critical-thinking skills

• Listening Skills

• Time management skills

• Writing skills

The Medical Secretary I supports pathology reporting and laboratory operations by providing administrative assistance, coordinating communication, and ensuring the accuracy and timely completion of documentation. This role serves as a key point of contact for clients, pathologists, and other healthcare professionals, demonstrating professionalism, responsiveness, and exceptional customer service. The position requires a foundational understanding of medical terminology and laboratory workflows, strong organizational skills, and the ability to manage administrative responsibilities while maintaining patient confidentiality and supporting efficient laboratory operations.