Lab Admin Assistant

VITALSKIN PHYSICIAN MANAGEMENT LLC•Chicago, IL

About The Position

Lab Manager is responsible for providing excellent patient service and hospitality to our patients and guests through the smooth and efficient operations of the clinical lab. Supervise all lab tasks to ensure timely and accurate completion of assignments and staff responsibilities. Be proactive in managing flow of patient care, identifying need for assistance within clinic, able to work a provider schedule with the nurse schedule, able to provide nurse services, and medical assisting coverage. Assist with clinical triage and updating patients on medication status. Manage clinical supplies for all general dermatology services. Maintain vendor relations and communications as necessary so that we may provide optimal service care. Maintain all compliance requirements for OSHA and CLIA. Manage all lab and pathology services and requirements. Keep area organized, clean and inviting. As the representative of each patient’s care, communicate necessary information to patients, pharmacies and other physicians to manage the care of the practice’s patients. Answer calls, always with a smile, and provide them your full attention. In a tranquil, personable demeanor assist with answering queries, educating patients/staff, managing pharmacy and physician requests, and assisting triage questions. Confirm that all questions have been answered. Understand and uphold the practice’s high standards of excellence by abiding to policies stated in the Employee Handbook. Each function is to be performed in accordance with government, company, and practice’s policies and procedures.

Requirements

Exceptional interpersonal and communication skills with patients, support staff, providers and managers
Strong writing and oral communication skills
Ability to autonomously manage patient relationships and assigned projects
Task management skills
Strong patient service approach and attitude
Detail oriented with focus on building patient relationships and retention, generating new business and completing projects as assigned by Manager
Shows initiative ability to problem solve (resourcefulness)
Ability to work within a team approach
Ability to work with minimal supervision
Punctual
Excellent etiquette in person or phone
Professional appearance
Positive attitude

Responsibilities

Login/logout
Check, triage and respond to email and messages
Review schedule
Set intentions for current day and following day
Assist in managing vendor relationships and correspondence
Assist in collecting provider signatures for samples and rebates
Manage overall specimen processes
Maintain crash cart log, ensuring no expired medications and all equipment is functioning
Maintain refrigeration log, ensuring no expired medications
Maintain organization of cabinets, drawers, refrigerators and supply closets, ensuring that all items are stocked in their proper locations with appropriate quantities of supply
Communicate with Clinical Care Administrator, Supervisor and Manager to improve flow and operations
Maintain microscope area by microscope, turning on/off, dispose of used materials, keep area stocked, maintain cleanliness, functionality of microscope
Maintain and keep current lab manuals, sample logs, filter logs, HCG logs, KOH logs, Scabies logs, sterilizations, Quest book
Maintain lab area to meet all OSHA and CLIA requirements
Manage biohazard materials including sharps disposals and replacing full containers
Manage instrument inventory and maintenance care
Manage medical supply levels with goal of minimizing costs
Order medical supplies
Notify Manager to order miscellaneous supplies (white eyeliner pencils, pencil sharpeners, biopsy and BTL labels, scales, measuring HT ruler) as needed
Order dermpath supplies – Biopsy bottles, bags and transport bags
Order Quest supplies – blood vials, tourniquets, Band-Aids (provided by Quest), culture swabs for bacterial/viral cultures, different specialty tubes, gauze (2x2 provided by quest), serum transport tubes
Maintain trays filled with Quest supplies for venipuncture process; stock the lab with quest supplies for stocking the tray.
Receive in items, check packing slip, immediately communicate shipping errors and questions to company representative, put supplies away
Help maintain lasers and service devices
Oversee medical device functionality
Manage all device company interactions for maintenance and repairs
Assist with managing device errors and repairs; communicate need for repair to vendor (ie: UVB, steamer, autoclave) and triage to staff to avoid flow or scheduling conflicts
Train staff on all tasks, skills and responsibilities of lab
Train staff on all OSHA and CLIA standards
Conduct training of Nursing and medical assisting procedures for new MAs
Ensure all staff participate in completing all lab responsibilities and assignments in a diligent timely manner
Communicate staff performance to Clinical Care Administrator, Supervisor and Manager
Manager nurse schedule
Assist in all triage tasks
Assist with clinical assisting as needed
Assist with all practice prior authorizations
Complete notes for services with charges by end of each day.
Check mail and packages daily, open and distribute mail in a timely manner
Scan and task out any physical mail regarding patients
Assist with faxes
Maintain clean, organized and stocked work environment
Assist in training on how to properly clean exam rooms and stocking (making sure rooms are not over stocked to provide better inventory accuracy)
Attend and actively participate in required meetings
Praise coworkers for support
Extractions
Skin I.O
Suture removals
ILK injections
Blood draws/ pregnancy test
Wound checks
Dressing changes
Biologic injections