Pathology Administrative Assistant

Job Description

Job Description

Dermatology & MOHS Surgery is seeking a Pathology Administrative Assistant to help with Pathology calls and scheduling. The Pathology Result Administrative Assistant is responsible for ensuring all pathology reports are received, accurately documented, reviewed by the provider, and communicated to patients in a timely manner. This position plays a critical role in coordinating patient follow-up, scheduling recommended treatments, maintaining regulatory compliance, and ensuring no pathology results are overlooked.

Essential Duties and Responsibilities:

• Monitor incoming pathology reports daily from pathology laboratories.
• Match pathology reports to the correct patient and biopsy site. 
• Upload pathology reports into the Electronic Medical Record (EMR). 
• Notify the provider when pathology results are available for review. 
• Document provider recommendations accurately in the EMR. 
• Contact patients regarding pathology results as directed by the provider. 
• Explain physician recommendations using approved scripts while maintaining patient confidentiality. 
• Schedule follow-up appointments for: 
  • Mohs surgery 
  • Excision procedures 
  • Cryotherapy 
  • Electrodessication & Curettage (ED&C) 
  • Topical treatments 
  • Superficial Radiation Treatment (SRT)
  • Referrals for Treatment outside the office when necessary
  • Follow-up skin examinations 
• Coordinate referrals with outside specialists and ensure all required records are sent. 
• Track pending pathology reports to ensure all biopsies receive final results. 
• Maintain a pathology tracking log to verify completion of each case. 
• Send certified letters and document attempts to contact patients who cannot be reached regarding abnormal or malignant pathology results. 
• Monitor patients who decline treatment and ensure informed refusal documentation is completed. 
• Assist providers with pathology-related documentation and correspondence. 
• Scan, upload, and organize pathology records into the patient's chart. 
• Communicate with pathology laboratories regarding missing reports, amended reports, or specimen questions. 
• Ensure pathology documentation meets practice policies and regulatory standards. 
• Assist with quality assurance projects related to pathology tracking and patient follow-up. 

Required Skills

• Strong attention to detail. 
• Excellent organizational and time management skills. 
• Ability to maintain strict patient confidentiality (HIPAA compliance). 
• Professional telephone and communication skills. 
• Ability to multitask in a fast-paced medical office. 
• Strong computer and EMR experience (Modnerizing Medicine or EMA a plus)
• Knowledge of medical terminology. 
• Ability to prioritize urgent pathology findings. 

Preferred Qualifications

• High school diploma or GED required. 
• Medical Assistant or Administrative Assistant experience preferred. 
• Dermatology experience preferred but willing to train the right candidate.
• Experience with pathology result management preferred. 
• Experience using Electronic Medical Records (EMR), preferably Modernizing Medicine (EMA), is a plus. 

Knowledge of Dermatology Pathology (Preferred)

Familiarity with common dermatologic diagnoses including:

• Basal Cell Carcinoma (BCC) 
• Squamous Cell Carcinoma (SCC) 
• Melanoma 
• Melanoma In Situ 
• Dysplastic Nevus 
• Actinic Keratosis 
• Seborrheic Keratosis 
• Benign Nevi 
• Cysts 
• Other common skin lesions 

Performance Expectations

• Review pathology inbox daily. 
• Ensure pathology results are addressed within established practice timeframes. 
• Maintain accurate documentation with minimal errors. 
• Ensure no pathology result remains unresolved. 
• Provide compassionate, professional communication with patients. 
• Maintain excellent attendance, reliability, and teamwork. 

Work Environment

This position works in a fast-paced dermatology practice where accuracy, organization, professionalism, and timely patient follow-up are essential to delivering high-quality patient care and ensuring patient safety.