Laboratory Administrative Assistant – MARY BEGG HEALTH SERVICES

Job Description

Role Description

At Mary Begg Health Services (MBHS) the laboratory administration staff acts as the first point of contact for all clients, visitors, and healthcare professionals seeking services or assistance from the laboratory. He or she is part of the wider healthcare team supporting clinical staff such as doctors, nurses, pharmacy staff, counsellors, and other health and non- health professionals who come to the laboratory on an appointment and random basis. Therefore, should be conversant with the workflow. He/she will:

• Adhere to the MBHS company values at all times.
• Adhere to the Code of Conduct and Confidentiality policies of the company at all times.
• Communicate with clients and members of staff effectively.
• Daily and weekly test statistics compilation.
• Monthly invoice verification and all laboratory administrative work that may be necessary.
• Logging in samples into the accession and logging out of test reports from the accession register, as well as referral registers alongside the phlebotomist.
• Scanning of processed and authorized laboratory results.
• Mitrias, Insta verification, and uploading of lab test reports.
• Weekly lancet and referral follow-up of pending results.
• Monthly invoice verification and all laboratory administrative work that may be necessary for the position.
• The laboratory administrative staff will be required to conduct himself/herself professionally and always demonstrate good customer  service  towards  all  our  clients,  visitors,  health professionals, and MBHS employees.

Key Role Accountabilities

• Ensure that clients are welcomed courteously and explained to the test procedure they are inquiring on or about to undertake.
• Ensure that MBHS standard operating policies and procedures are read, signed, and followed concerning the efficient running, organization, and administration of the laboratory department
  within the scope of her role.
• Compile daily and weekly test statistics
• Assist with the preparation of patients’ laboratory records when required.
• Deal with inquiries from staff, clients, visitors, and other health professionals promptly and courteously.
• Support the laboratory and medical staff in coordinating laboratory patient care.
• Always adhere to the MBHS Code of Conduct and provide high- quality, professional, and friendly services.
• Demonstrate good customer service at ALL times
• Treat ALL clients and relatives in a caring, courteous, and respectful manner
• Be available to work more than shift hours if required.
• Unconditional acceptance of the Mary Begg confidentiality agreement regarding patient information, staff information, and all matters relating to Mary Begg Health Services. Failure to comply will result in disciplinary action and/or dismissal.

Key Responsibilities

1. Prepare daily statistics.
2. Courteous reception of clients requiring our laboratory services.
3. Update the referral register fully.
4. Report the daily total number of test statistics to the assistant clinic manager each morning.
5. Keep records of tests that have been processed in the laboratory.
6. Dissemination of all in house and referral test reports to requesting clinicians from the various departments of the clinic timely.
7. Follow up on all in-house and referral pending laboratory results.
8. Prepare all monthly test statistics reports for the laboratory
9. Be responsible for the management and update of laboratory administrative files.
10. Report to the laboratory Unit Leader as the immediate supervisor.
11. Report incidents by filling in the ‘Incident and Adverse Event’ form which will be submitted to the quality Officer for necessary incident investigation purposes and actioning.
12. Demonstrate good customer service by listening to patients’ concerns and providing appropriate care. Always maintain politeness and be respectful in all patient and/or staff interactions
13. Serve as a technical resource by participating in all staff training, answering questions of other professionals about laboratory administration; participating in educational opportunities; reading professional publications, maintaining personnel networks, and participating in professional organizations.
14. Performing any other duties that may be assigned concerning laboratory administration.

Customer service:

• Be polite and respectful to clients and staff at all times.
• Complete the Customer Care training.
• Report any evidence of poor customer service (i.e., bullying, rude behavior, yelling, etc.) to the Unit Leader, Clinic Manager, or HR Manager.
• Ensure all incident and adverse event reporting is according to the clinic’s standard operating procedure.

Experience and Educational Requirements

• Diploma in Business Administration or any related field
• Must have at least 2 – 3 years experience
• Must have completed a Grade 12 certificate with a Merit or above in English language and Mathematics.
• The individual must be proficient in MS Office (Word, Excel, and Outlook).
• Having training in Data Management and Logistics would be an added advantage.