Medical Secretary

4 weeks ago


London, United Kingdom Unilabs Full time

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.


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