File Clerk

The File Clerk is responsible for the accurate filing, organization, retrieval, and archiving of pathology reports, slides, tissue blocks, and related medical records. This role ensures compliance with confidentiality regulations and supports the efficient operation of the lab by maintaining accessible and well-organized records.

Their attention to detail, organization, and accuracy are key components that impact the workflow of recovering materials at the request of the pathologist, clients, and reference laboratories. 

Key Job Functions:

·        retrieve documents and files as requested by pathologists, or administrative staff

·        ensure timely archiving of slides, blocks and lab records

·        Organize requisition forms, documentation, slide and blocks, including digital or paper

·        Labeling and updating files

·        Troubleshooting computers, printers, fax machines, scanners, shredders and other office equipment

·        Manage issues that may arise and communicate with staff

·        Acting as a gatekeeper and facilitator of communications:

·        Answering phones, answering inquires, directing calls appropriately, managing follow up and responding to emails in a timely manner

·        Handling information in various systems and electronic storage locations:

·        Keeping spreadsheets, records, tracking and logs up to date

·        perform periodic audits of filing systems to ensure accuracy and completeness

·        Scanning and uploading documents

·        assist with preparing records for offsite storage or secure destruction, according to policy

·        Managing office and lab stock and supplies

·        support general clerical duties, including photocopying, labelling, data entry and returning materials to reference labs as needed

·        Other duties as assigned

Requirements:

·        High school diploma or equivalent; additional certifications in medical administration or related fields are a plus

·        Proven experience in an administrative or customer service role, preferably in a Pathology laboratory or healthcare setting

·        Has a strong working knowledge of basic computer programs (PC) as well as the lab information system (LIS) to manage workflow, document issues, look up cases and other routine inquiries

·        Proficiency in using various Pathology laboratory software and Microsoft Office Suite (Word, Excel, PowerPoint, etc.)

·        Strong organizational and time management skills, with the ability to prioritize tasks and handle multiple responsibilities simultaneously

·        Excellent communication skills, both verbal and written, to interact with laboratory personnel and clients

·        Detail-oriented mindset with a focus on accuracy and maintaining confidentiality

·        Knowledge of medical laboratory operations, terminologies, and procedures

·        Ability to work effectively in a team-oriented environment while also demonstrating independent problem-solving skills

·        Familiarity with laboratory safety protocols and healthcare regulatory compliance