Lab Admin Assistant

Position: Lab Administrator

Department: Clinical

Location: Bucktown/Wicker Park

Reports To: Clinical Manager

Monday-8:00-5:30

Tuesday & Wednesday-8:30-5:30

Thursday-9:00-6:00

Friday-7:30-1:00

Compensation: $23/hour

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.

Role % of Time Primary Responsibilities

Open & Closing

Procedures 1% Login/logout Check, triage and respond to email and messages Review schedule Set intentions for current day and following day

Vendor Triage 5% Assist in managing vendor relationships and correspondence Assist in collecting provider signatures for samples and rebates

Lab

Management 25% 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

Supply Management 25% 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

Device Management 8% 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

Staff Training and Supervision 18% 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

Clinical Services Assistance 15% 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

Maintenance & Cleaning 2% 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)

Additional 1% Attend and actively participate in required meetings Praise coworkers for support

Nurse services

Extractions

Skin I.O

Suture removals

ILK injections

Blood draws/ pregnancy test

Wound checks

Dressing changes

Biologic injections

Competencies

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 Physical Demands/Working Conditions

Intermittent physical activity including walking, sitting and lifting.

May be required to work evenings and weekends including holidays.

Work schedule based on operational need.