Office Assistant 3 - Case Management

Yale Administrative Support Position

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Hourly Range : 27.74

Overview

This position reports directly to the Supervisor of the Case Management area providing a high level of administrative support in a clinical area. This position is responsible for receiving, opening, logging, and accessioning of all incoming specimens, blocks, and slides for the Dept, back-up front desk reception duties, case resolution, requests for additional materials, data entry into all software programs to ensure proper tracking and monitoring of all cases, as well as providing assistance for the Senior / Lead Clinical Intake Specialist. This position will also provide back-up support with Footprints.

Principal Responsibilities

• Perform case intake / accessioning of all Surg Path specimens into the Pathology Information System(s) with the utmost attention to detail.
• Examine all submitted materials / specimens and requisitions / reports for completeness and verification of the patient's identity prior to accessioning specimens. Enter each case with accuracy, verify demographics, physician information and collection location. Enter patient data and specimen data information into the laboratory information system to assign the specimen to the correct patient. Provide pre-review of all accessioning cases prior to submitting to Pathologist. Prepare specimens, blocks, slides, etc. for routing to appropriate laboratory area and / or Pathologist for diagnosis. Ability to accession blocks, slides and specimen materials and to file all submitted slides and blocks until returned as consultation slides, blocks, etc. Provide outreach for necessary requests, accession materials, and route specimens / blocks to appropriate service areas.
• Track problems / changes during case in-take and make the necessary corrections / amendments.
• Request additional material for outside institutions for faculty, fellows and residents.
• Troubleshoot and resolve all issues in a timely and efficient manner.
• Provides back up support for clinical receptionist in answering main telephones, mailing hard copy pathology reports and slide room assistance.
• Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance when needed.
• Performs additional functions incidental to office activities.
• Provides support and assistance to all staff within Case Management and Slide File Room, as required.
• Performs other duties as required or assigned, in support of the Pathology Department.

Required Skills and Abilities

1. Demonstrated knowledge of anatomy and medical terminology. 2. Familiarity with MAC operating system with average typing skills. 3. Proven excellent communication and interpersonal skills, reliable and dependable with the ability to deal effectively with all levels of staff to resolve concerns / issues in a professional manner.

Preferred Skills and Abilities

Proven experience in a clinical or healthcare setting, including knowledge of medical terminology and relevant regulatory guidelines (e.g., HIPAA). Proven experience with specific software systems such as CoPath, Workday, or Epic.