Extra Help - Administrative Aide - Labs/Pathology Services

University of Illinois Chicago•Chicago, IL

1d•Onsite

About The Position

This Extra Help Administrative Aide (Anatomic Pathology Send-Outs) position screens and processes requests in a detailed manner for Department Pathology and Laboratory Services material for additional testing or send-out to a third party (i.e. legal, vendor, etc.). Performs additional tasks including, but not limited to, scanning, filing, answering phone or email communications, and other duties as assigned to support department operations.

Requirements

High school graduation or equivalent
Any one or any combination totaling five (5) years (60 months) from the following categories: college course work in business, finance, accounting or a related field: 60 semester hours or an Associate's degree equals one (1) year (12 months) 90 semester hours equals two (2) years (24 months) 120 semester hours or a Bachelor's degree equals three (3) years (36 months) Master's degree or higher equals four (4) years (48 months) progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Nice To Haves

Possess excellent organizational skills and attention to detail.
Ability to prioritize and coordinate activities within the office units.
Knowledge of laboratories and hospital information systems is strongly recommended.
Have expert knowledge of medical terminology.
Ability to utilize various computer software efficiently.
Exhibit responsiveness and initiative when dealing with client inquiries, conveying competency and helpfulness.
Ability to learn University and College policy and rules and to integrate changes into the workflow.
Must be able to effectively communicate these policies and rules to clients and defend them.
Able to learn and operate office equipment used in the performance of designed responsibilities.
Skill in oral and written communication.
Ability to work effectively with lab personnel, medical students, pathology residents, attending pathologists, and hospital staff as well as current and potential clients.
Exhibit a professional attitude when working with the public, vendors, and/or medical personnel at all levels.

Responsibilities

Respond verbally or in writing to routine and complex inquiries regarding services, policies, and procedures.
Explain laboratory processes and provide information related to each request.
Communicate important updates to physicians, pathologists, managers, staff, and clients.
Answer and triage telephone calls, including frozen-section requests, and notify residents and attending physicians.
Respond to electronic communications in accordance with departmental standards.
Accession and label consult cases and enter clinical histories and gross descriptions.
Assign consult cases to the appropriate attending physician.
Track, organize, and return consult cases according to established schedules.
Obtain legally required patient or family consent for outside materials, including Anatomic Pathology and Genetics cases.
Review, prepare, and send materials in accordance with institutional and regulatory policies, including HIPAA requirements.
Independently assess specimen suitability for send-out testing and notify physicians when specimens are unacceptable.
Manually or electronically scan and link external test results in the electronic medical record with a high degree of accuracy.
Provide Clinical Pathology send-out coverage, including centrifuging, aliquoting, inoculating, storing, and distributing specimens.
Maintain and update complex alphabetical and numerical filing systems.
Ensure the accurate retrieval and distribution of slides and reports.
Compile surgical pathology, cytology, and autopsy reports.
Compose letters, formal correspondence, and other documentation as needed.
Record surgical specimen descriptions when required.
Maintain a neat, orderly, and safe working environment in accordance with OSHA Bloodborne Pathogens standards.
Interact professionally with physicians, patients, staff, and visitors.
Distribute materials and arrange facilities.
Order office and laboratory supplies.
Prepare, route, and manage incoming and outgoing mail.
Provide backup coverage and cross-training for other Anatomic Pathology Send-Outs Coordinators.
Perform additional duties as assigned.
Perform other related duties and participate in special projects as assigned.