Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.  The Pathology Records Clerk performs a variety of clerical functions related to the acquisition, assembly, and return of pathology materials such as slides, blocks, reports, charts and other related material for pathology reviews, consults, clinical trials, approved lab studies, projects, and/or special conferences in accordance with established departmental policies and procedures.  Completes requisition forms and summarizes pathology reports as required.  Performs data entry, tracking and information searches using information systems, software and databases.  Performs general clerical duties such as sorting mail, typing correspondence, answering phone, arranging package pickups, faxing, emailing and arranging meetings.

Duties/Accountabilities:

1. Responds to written and verbal requests from staff, other hospitals, external physician offices and clinical trial sponsors for a variety of materials such as slides, blocks and pathology reports for pathology reviews, consults, clinical trials, lab studies, projects and conferences.
2. Receives and processes test requisitions by matching and distributing them to appropriate areas in the Lab, preparing laboratory requisition forms as required, completing missing information, and recording in accordance with established procedures.
3. Receives and distributes specimens by checking for correct documentation on incoming and outgoing specimens, completing documentation when required, ensuring specimens are distributed to the designated area and informing the appropriate staff, and reporting unusual situations to supervisor.  Summarizes pathology reports to properly accession samples and assign workload to the appropriate pathologist.
4. Documents requests for and receipt of materials such as specimens, slides, blocks and pathology reports. Follows up on outstanding requests by methods such as contacting hospitals and physicians by phone or fax.
5. Searches databases and retrieves patient information using computer software programs such as the Cancer Information System.  Prints reports as required.
6. Maintains workload statistics such as the number of requests processed, and prepares and prints regular reports using the laboratory information system, other information systems or software as required.
7. Participates in the development and maintenance of protocols and processes related to the position by writing down own work routines, updating information such as telephone and fax numbers for other hospitals and physician offices, and providing input/information to Supervisor as required.
8. Generates and reviews facsimile activity reports and follows up with clients regarding discrepancies related to the receipt of requested information.
9. Maintains filing systems for slides, blocks, charts, reports and correspondence.  Files and retrieves blocks and slides for pathology review, consults, clinical trials, lab studies, projects and conferences.
10. Answers incoming telephone calls, responding to general inquiries and directing calls to appropriate staff or taking messages. Receives and documents information on incoming requests. When requested and in accordance with established procedures, provides test results to authorized personnel.
11. Performs other clerical duties such as requesting charts from the Health Record Department, photocopying reports, sorting and routing incoming mail, filing slides and reports, pulling and filing inactive files, typing correspondence, arranging meetings, processing expense claims, booking meeting rooms, ordering supplies, and general reception duties.
12. Performs a variety of mail/specimen handling duties including mailing and/or faxing copies of reports and correspondence to the requesting physicians, sponsors, hospitals and other facilities. Parcels and packages materials such as blocks and slides for mailing to hospitals and facilities within and outside of Canada.
13. Performs other related duties as assigned.
    
    

Qualifications:

Education, Training and Experience

• Grade 12, medical terminology and two years’ recent related experience or an equivalent combination of education, training and experience.
  
  

Skills and Abilities

• Ability to keyboard at 45 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to organize work.
• Ability to operate related equipment.