Lead Administrative Support Coordinator

Northwell•Village of New Hyde Park, NY

10h

About The Position

Leads and guides administrative support staff. Coordinates diversified clerical duties related to the operational needs of the office/department. Leads and guides administrative support staff. Coordinates diversified clerical duties related to the operational needs in a busy Anatomic Pathology department. Receives lab specimens and ensures proper labeling; verifies receipt of specimens for processing from inpatients, outpatients, and others requiring special billing. Coordinates receipt, verification, recording, assigning, packaging, transport, retrieval of anatomic pathology microscopic slides, requests and reports. Responsible for the maintenance and integrity of Pathology report, slide and block archive. Maintains appropriate and accurate documentation ensuring that diagnostic materials are available for review by physicians and other healthcare professionals in a timely manner and are retained for the appropriate timeframe per current regulatory guidelines. Oversee the routine and periodic maintenance of the lab equipment’s. Trouble shooting and addressing issues with various vendors. Prepare, maintain and monitor various data spread sheets and report back to management Serve as a trainer onboarding new team member. This position is responsible for communication with pathologists, residents, coordinators, and warehouse staff regarding any archival issues. Maintains report (hard copy), slide, and block archive. Retrieves materials for file from designated laboratory locations. Sorts and organizes microscopic slides accurately. Files slide to permanent cabinets. Requests recut for broken or missing slides. Pulls slides and blocks as requested. Ensures request includes required information. Follows-up as necessary. Locates and delivers materials to appropriate requestor. Documents release of materials. Initiates follow-up for materials not returned within the defined timeframe. Coordinates requests and material transfers with the off-site storage facility. Requests materials from warehouse. Packages and returns materials to warehouse. Coordinates transfer of bulk archived materials to warehouse. Documents all requests and transfers. Handles patient requests for outside slide consultations. Processes requests, pulls appropriate materials, and submits to pathologists for review. Packages and sends designated materials to outside institution. Documents slide and/or block Send out. Initiates follow-up for materials not returned within the defined timeframe. Handles requests for reference laboratory testing on blocks and/or slides Coordinates request with pathologist as necessary. Pulls and packages materials appropriately for transfer to Reference Laboratory. Documents material transfer. Works with laboratory management to identify materials qualifying for disposal per the current regulatory retention guidelines. Discards materials and documents discard. Participates in Quality Management (QM) activities related to the Surgical Pathology Archive. Demonstrates an understanding of the medico-legal and confidentiality implications and responsibilities related to the maintenance of patient records. Performs periodic archival audits and quality review. Maintains files / spread sheets to ensure information is current and ready for QM review. Recognizes and reports unusual circumstances or issues to appropriate management staff. Performs duties per laboratory and departmental SOPs (Standard Operating Procedures). Prioritizes requests and workload. Documents electronic and manual records consistently, accurately, and legibly. Meets established quality and productivity standards and deadlines. Maintains file room supplies. Promptly notifies management of supply shortages or supply delivery problems. Maintains a clean, safe, and effective work environment to ensure efficient workflow and compliance with all regulatory requirements. Answers routine inquiries related to the Surgical Pathology Archive. Fosters department and laboratory teamwork through effective communication. Participates in Safety and Infection Control activities. Maintains supplies. Promptly notifies management of supply shortages or supply delivery problems. Maintains a clean, safe, and effective work environment to ensure efficient workflow and compliance with all regulatory requirements. Takes initiative for personal development by attending educational sessions, and required meetings, etc. Some assignments involve long periods of standing. Some assignments involve lifting or pushing carts up to 50lbs. Performs related duties as required. All responsibilities noted here are considered essential functions of the job under the Americans with Disabilities Act. Duties not mentioned here, but considered related are not essential functions.

Requirements

Associate's degree required, or equivalent combination of education and related experience.
5 - 7 years of relevant experience, required.
Strong attention to detail and number recognition skills
Excellent organizational skills
Computer experience with keyboard proficiency
Ability to multi-task and work within tight time constraints

Responsibilities

Leads and guides administrative support staff.
Coordinates diversified clerical duties related to the operational needs in a busy Anatomic Pathology department.
Receives lab specimens and ensures proper labeling; verifies receipt of specimens for processing from inpatients, outpatients, and others requiring special billing.
Coordinates receipt, verification, recording, assigning, packaging, transport, retrieval of anatomic pathology microscopic slides, requests and reports.
Responsible for the maintenance and integrity of Pathology report, slide and block archive.
Maintains appropriate and accurate documentation ensuring that diagnostic materials are available for review by physicians and other healthcare professionals in a timely manner and are retained for the appropriate timeframe per current regulatory guidelines.
Oversee the routine and periodic maintenance of the lab equipment’s.
Trouble shooting and addressing issues with various vendors.
Prepare, maintain and monitor various data spread sheets and report back to management
Serve as a trainer onboarding new team member.
This position is responsible for communication with pathologists, residents, coordinators, and warehouse staff regarding any archival issues.
Maintains report (hard copy), slide, and block archive.
Retrieves materials for file from designated laboratory locations.
Sorts and organizes microscopic slides accurately.
Files slide to permanent cabinets.
Requests recut for broken or missing slides.
Pulls slides and blocks as requested.
Ensures request includes required information.
Follows-up as necessary.
Locates and delivers materials to appropriate requestor.
Documents release of materials.
Initiates follow-up for materials not returned within the defined timeframe.
Coordinates requests and material transfers with the off-site storage facility.
Requests materials from warehouse.
Packages and returns materials to warehouse.
Coordinates transfer of bulk archived materials to warehouse.
Documents all requests and transfers.
Handles patient requests for outside slide consultations.
Processes requests, pulls appropriate materials, and submits to pathologists for review.
Packages and sends designated materials to outside institution.
Documents slide and/or block Send out.
Initiates follow-up for materials not returned within the defined timeframe.
Handles requests for reference laboratory testing on blocks and/or slides Coordinates request with pathologist as necessary.
Pulls and packages materials appropriately for transfer to Reference Laboratory.
Documents material transfer.
Works with laboratory management to identify materials qualifying for disposal per the current regulatory retention guidelines.
Discards materials and documents discard.
Participates in Quality Management (QM) activities related to the Surgical Pathology Archive.
Demonstrates an understanding of the medico-legal and confidentiality implications and responsibilities related to the maintenance of patient records.
Performs periodic archival audits and quality review.
Maintains files / spread sheets to ensure information is current and ready for QM review.
Recognizes and reports unusual circumstances or issues to appropriate management staff.
Performs duties per laboratory and departmental SOPs (Standard Operating Procedures).
Prioritizes requests and workload.
Documents electronic and manual records consistently, accurately, and legibly.
Meets established quality and productivity standards and deadlines.
Maintains file room supplies.
Promptly notifies management of supply shortages or supply delivery problems.
Maintains a clean, safe, and effective work environment to ensure efficient workflow and compliance with all regulatory requirements.
Answers routine inquiries related to the Surgical Pathology Archive.
Fosters department and laboratory teamwork through effective communication.
Participates in Safety and Infection Control activities.
Maintains supplies.
Promptly notifies management of supply shortages or supply delivery problems.
Maintains a clean, safe, and effective work environment to ensure efficient workflow and compliance with all regulatory requirements.
Takes initiative for personal development by attending educational sessions, and required meetings, etc.
Some assignments involve long periods of standing.
Some assignments involve lifting or pushing carts up to 50lbs.
Performs related duties as required.
All responsibilities noted here are considered essential functions of the job under the Americans with Disabilities Act.
Duties not mentioned here, but considered related are not essential functions.