Job Description

Job Title: External Referrals Co-ordinator

Department: Laboratory - Specimen Reception/Laboratory Services

Reports to: Head of Laboratory Services/ Chief Medical Scientists/ Senior Medical Scientists

Date: 2026

Overall Purpose of Job

To co-ordinate and manage all aspects of the Laboratory External Referrals Service in accordance with the mission, values, vision and strategic plan of the Hospital.

The External Referrals Co-ordinator will be responsible for the efficient processing, documentation, packaging, dispatch, tracking and follow-up of specimens referred to external laboratories. The role will support the delivery of a high-quality, patient-focused laboratory service by ensuring compliance with laboratory procedures, quality standards and transport regulations.

This role will require close collaboration with laboratory scientific staff, specimen reception staff, clinical teams, couriers and external laboratory providers.

Key Responsibilities and Service Delivery

• Co-ordinates the day-to-day operation of the Laboratory External Referrals Service.
• Ensures accurate processing, documentation and referral of specimens to external laboratories in accordance with laboratory procedures.
• Prepares, packages and dispatches specimens in compliance with relevant transport regulations and laboratory policies.
• Maintains records of referred tests and monitors specimen tracking from dispatch through to receipt of results.
• Liaises with external laboratories regarding specimen requirements, test availability, turnaround times and result queries.
• Acts as a point of contact for laboratory staff and clinical users regarding referral testing.
• Monitors and follows up on outstanding referrals and delayed results to ensure timely reporting.
• Assists with the maintenance and review of referral laboratory directories, referral pathways and associated documentation.
• Supports the implementation of new referral tests and referral laboratory services as required.
• Maintains referral statistics and activity reports to support service planning and quality improvement initiatives.
• Participates in audits, quality assurance activities and accreditation requirements relating to referral testing.
• Assists in identifying opportunities to improve efficiency and effectiveness within the referral process.
• Co-operates with relevant staff in the implementation of new systems, technologies and service developments in accordance with Hospital policy.
• Participates in professional development through self-learning, formal courses and on-the-job training.

Staff Management

• Works collaboratively as part of the laboratory team to ensure effective service delivery.
• Supports the training of laboratory and specimen reception staff in referral procedures where required.
• Is a professional, punctual and dedicated member of the laboratory team, promoting open communication and teamwork.
Communicates clearly, professionally and courteously with laboratory staff, clinical teams, external laboratories, couriers and all Hospital stakeholders.

Health and Safety

• Participates in ensuring that effective safety procedures are in place to comply with the Safety, Health and Welfare at Work Act and Hospital policies.
• Ensures compliance with all laboratory health and safety procedures relating to specimen handling, packaging and transportation.
• Reports incidents, near misses and non-conformances in accordance with Hospital policy.

Quality

• Ensures all referral activities are performed in accordance with laboratory policies, procedures and accreditation standards.
• Maintains accurate and complete referral records to support quality management and traceability requirements.
• Participates in quality improvement initiatives and corrective action processes where required.
• Supports compliance with ISO 15189 and other applicable regulatory and accreditation standards.

Review

• Achievement of laboratory and personal objectives is facilitated through regular review.
• Participates in the review process as outlined by the Laboratory Management team. Achievement of laboratory and personal objectives is facilitated by review.

Any other duties deemed appropriate to the post. Please note that the duties of this post may change over time.

Person Specification

Qualifications

Essential:

Possess a good general education preferably to Leaving Certificate standard.

Desirable:

Third-level qualification in a science, healthcare or business-related discipline.

Skills & Abilities

Essential:

Excellent organisational and administrative skills.

Strong attention to detail and accuracy.

Good communication and interpersonal skills.

Ability to prioritise workload and meet deadlines.

Ability to work independently and use own initiative.

Ability to manage multiple tasks simultaneously.

Ability to liaise effectively with staff at all levels within the Hospital and with external service providers.

Desirable:

Knowledge of specimen transport regulations and referral testing processes.

Experience

Previous experience in an administrative, healthcare or laboratory support role.

Experience working with computerised information systems.

Previous experience in a pathology laboratory, specimen reception or referral testing environment.

Experience of quality management systems and accreditation requirements.

Knowledge & Understanding

Essential:

Good IT skills including Microsoft Office applications.

Understanding of confidentiality and data protection requirements.

Desirable:

Knowledge of Laboratory Information Management Systems (LIMS).

Understanding of ISO 15189 and laboratory quality standard.

Competencies

All posts in Beacon Hospital require a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore, the post holder will be required to demonstrate flexibility as and when required by their manager or hospital management.

This job description is intended to be an outline of the areas of responsibility and deliverables at the time of its writing. As the Hospital and the post holder develop, this job description may be subject to review in light of the changing needs of the Hospital.