How to hire a pathology secretary/transcriptionist

How to hire a pathology secretary/transcriptionist, step by step

Here's a step-by-step pathology secretary/transcriptionist hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a pathology secretary/transcriptionist job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new pathology secretary/transcriptionist
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you start hiring a pathology secretary/transcriptionist, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A pathology secretary/transcriptionist's background is also an important factor in determining whether they'll be a good fit for the position. For example, pathology secretaries/transcriptionist from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   The following list breaks down different types of pathology secretaries/transcriptionist and their corresponding salaries.

   Type of Pathology Secretary/Transcriptionist	Description	Hourly rate
   Pathology Secretary/Transcriptionist	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$11-24
   Front Office Coordinator	A front office coordinator is responsible for assisting clients with their inquiries and concerns and directing them to the appropriate department and personnel to immediately address their needs. Front office coordinators schedule appointments, verify visitors' identities by checking their credentials for security purposes, processing service payments, updating customers' data and visitation log on the database, and escalating high-level complaints... Show more	$12-20
   Scheduling Coordinator	A scheduling coordinator is responsible for arranging the calendars and managing the appointments of a senior employee. Scheduling coordinators keep a record of meetings, reminding the key personnel as well as other participants of any schedule adjustments and cancellations... Show more	$13-22

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Transcription
   • Medical Terminology
   • Dictation
   • Laboratory Reports
   • Autopsy Reports
   • Office Equipment
   • Pathology Transcription
   • Scheduling Appointments
   • Pathology Slides
   • Radiology
   • Telephone Calls
   • Patient Reports
   • Telephone Customer Service

   Check all skills

   Responsibilities:

   • Conduct 6 mass vaccination campaigns, manage protein-calorie malnutrition, coordinate epidemiological surveillance, and direct health facility rehabilitation
   • Communicate effectively and professionally with many physicians and patients regarding pathology and other test results.
   • Prepare surgical and cytology reports including ICD-9 and CPT coding.
   • Retrieve insurance information of patients and ensure referrals and authorizations are received as needed.
   • Order testing for outpatients in a laboratory setting and transcription of pathology and cytology reports.
   • Work extensively with pathologists and vendor as the transcription representative for implementation of voice recognition system.

3. Make a budget

   Including a salary range in your pathology secretary/transcriptionist job description is one of the best ways to attract top talent. A pathology secretary/transcriptionist can vary based on:

   • Location. For example, pathology secretaries/transcriptionist' average salary in mississippi is 61% less than in district of columbia.
   • Seniority. Entry-level pathology secretaries/transcriptionist 52% less than senior-level pathology secretaries/transcriptionist.
   • Certifications. A pathology secretary/transcriptionist with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a pathology secretary/transcriptionist's salary.

   Average pathology secretary/transcriptionist salary

   $35,270yearly

   $16.96 hourly rate

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   Entry-level pathology secretary/transcriptionist salary

   $24,000 yearly salary

   Updated January 18, 2026

4. Writing a pathology secretary/transcriptionist job description

   A good pathology secretary/transcriptionist job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a pathology secretary/transcriptionist job description:

   Pathology secretary/transcriptionist job description example

   Listens to dictations and enters information into the Anatomic Pathology information system forsurgical cases , cytology cases, autopsy, referral lab results, consult cases, and other types of laboratory procedures and policies, correspondence and statistical analyses, and other types of typing and data entry requests for the department of Pathology.
   
   Organizes and maintains files, records, logs and other controlling systems; retrieves reports and slides as needed. Sorts, distributes and/or files incoming documents and other correspondence.
   
   Answers the telephone; takes and relays messages. Greets and directs hospital physicians, personnel, patients and other visitors. Schedules internal/external appointments and conferences.
   Organizes and maintains all departmental images using the imaging storage software. Performs other related duties as required. Listens to dictations and enters information into the Anatomic Pathology information system for surgical cases, cytology cases, autopsy, referral lab results, consult cases, and other types of laboratory procedures and policies, correspondence and statistical analyses, and other types of typing and data entry requests for the department of Pathology.
   Answers the telephone courteously, identifying self and department and screens calls, takes and relays accurate messages; answers routine inquiries or directs inquiries through proper channels in a timely manner. Makes telephone calls regarding Pathology business. Provides reports and/or histological/cytological materials and courteously assists physicians, medical secretaries, nursing staff, hospital staff and patients with inquiries and/or complaints in a timely manner. Accurately and courteously obtains verbal and written physician requests and seeks out responsible source of help if there is a problem. Retrieves patient registration information and verifies patient identification accurately and corrects information as needed, according to established protocol. Retrieves, sorts, files, distributes, faxes and copies incoming documents and outgoing reports in a timely manner; organizes amd maintains files, records and other controlling systems; retrieves reports, slides and blocks as needed in a timely manner. Properly handles specimens brought to the laboratory and/or transports specimens to the appropriate laboratory area, according to established guidelines. Maintain and provide information and materials for conferences, orientations, or other types of meetings. Maintains department inventory and supplies. Perform charge duties and other related duties as required.
   
   Qualifications
   Job Knowledge and Skills: Medical terminology, typing 70 words per minute and computer knowledge.
   
   Education: A minimum of two years of college preferably with an Associate's Degree in Medical Secretarial Sciences.
   
   Experience: A minimum of one year experience as a medical secretary with skills in medical terminology, typing/word-processing at a speed of at least 70 words per minute and a working knowledge of computers/word processors and dictation systems. Ability to handle telephone necessary.
   
   Licenses, Certifications and/or Registrations: N/A Partner's Healthcare is acting as an Employment Agency in relation to this vacancy.

   Copy this example

   

5. Post your job

   To find the right pathology secretary/transcriptionist for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with pathology secretaries/transcriptionist they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit pathology secretaries/transcriptionist who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your pathology secretary/transcriptionist job on Zippia to find and recruit pathology secretary/transcriptionist candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit pathology secretaries/transcriptionist, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new pathology secretary/transcriptionist

   Once you have selected a candidate for the pathology secretary/transcriptionist position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new pathology secretary/transcriptionist. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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