Laboratory Support Coordinator

University of Miami•Miami, FL

3d•Onsite

About The Position

The Laboratory Support Coordinator handles any administrative complex issues or questions for the department. Assists internal and external customers with ancillary/send out testing through the appropriate department. Provides information in response to any customer inquiries. Resolves any issues face-to-face, by telephone, email, fax or mail.

Requirements

High School diploma or equivalent
Minimum 1 year of relevant experience
Skill in completing assignments accurately and with attention to detail.
Ability to analyze, organize and prioritize work under pressure while meeting deadlines.
Ability to process and handle confidential information with discretion.
Ability to work evenings, nights, and weekends as necessary.
Commitment to the University’s core values.
Ability to work independently and/or in a collaborative environment.

Nice To Haves

Proficiency in clinical information systems, including EPIC and CoPath, with the ability to navigate, input, and retrieve data to support laboratory and diagnostic workflows.
Advanced knowledge of office productivity software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and operational support tools and scheduling platforms, such as QGenda to efficiently manage documentation, reporting, and communication tasks.
Skilled in the use of office technology and equipment, including scanners, printers, and other peripheral devices, to support day-to-day administrative functions and maintain workflow continuity.

Responsibilities

Obtains and examines all relevant information to assess validity of complaints and to determine possible causes.
Contacts customers to respond to inquiries and notifies them of investigation results or any planned. adjustments.
Escalates and refers customer grievances to designated supervisor for further investigation when appropriate.
Handles requests for autopsies, payment processing, and returns of slides submitted in consultation.
Processes payments for patients, maintains record keeping of all payments received and forwards of receipts to the appropriate persons.
Maintains appropriate records of all patient and research requests.
Scans and processes all ancillary testing requests.
Handle requests for alternate sample requests on ancillary tests (failed testing).
Review orders for add-on testing (AP) and/or requests for send-out.
Enters addendum/billing for send-out requests to contracted labs.
Requests additional material from outside facilities upon department’s request, as well as processing the material upon receipt.
Review material with “Gross only” pathologists for selection of best block.
Handles research requests and documents appropriate charges.
Processes legal requests, creating invoices and accepting payments for services rendered.
Accessioning, labeling and grossing of all materials received in consultation.
Contact reference labs for results and for pricing comparisons on testing not performed in-house.
Manages in-house cytogenetic testing, as well as the reporting and logging of CP/LMC critical values.
Logging of any STAT LMC pick-ups, informing the appropriate parties and tracking of results.
Places tickets for IT/physical plant, requests archived material and triages samples to be archived.
Processing all requests for ancillary studies, updating patient encounters (30-day rule), and entering of results into UCHART.
Monitors all electronic test requests ordered in UCHART (pending); triages frozen section calls (contacting pathologist/resident/runner) and receive CAP surveys/samples.
Adheres to University and unit-level policies and procedures and safeguards University assets.
Manages the archiving, storage, and retrieval of pathology materials in both on-site and off-site facilities to ensure timely availability for diagnostic purposes and to maintain regulatory compliance.
Ensures the accurate and timely dispatch of materials to appropriate locations using established tracking systems to maintain chain-of-custody integrity and meet turnaround time requirements.
Verifies completeness of materials and documentation prior to sendouts to external facilities to ensure quality and prevent delays.
Monitors the quality of materials during handling and transfer processes to preserve specimen integrity and support accurate diagnostic outcomes.
Identifies and resolves issues related to missing specimens or incomplete information to prevent workflow disruptions and ensure timely case resolution.
Provides cross-functional backup for other responsibilities within the department to ensure continuity of operations and enhance team flexibility and reliability.
Collaborates with faculty, residents, and fellows to locate specimens requested by pathologists, outside institutions, and clinicians to support patient care, education, and interdepartmental coordination.
Performs additional duties as assigned by leadership to support departmental priorities and evolving operational needs.