Lab Administrator

Lab Admin

Job Description

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

DISCLAIMER 
This is not a specimen-processing lab role. This position is primarily administrative and includes managing nurse appointment schedule, with occasional hands-on clinical support. We are seeking a senior Medical Assistant or Nurse with strong dermatology experience and a demonstrated history of long-term commitment in similar administrative-focused roles. Experience is preferred.

Lab Administrator 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.

Responsibilities

Open & Closing lab

Triage patient messages and respond to email, faxes and portal messages 

Review nurse schedule; Set intentions for current day and following day

Lab inventory, orders and organization

Mail/Packages

Order medications and prior authorizations for patient medications

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

Lab

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; Manage instrument inventory and maintenance care.Manage medical supply levels with goal of minimizing costs. Order medical supplies Notify Manager to order miscellaneous supplies (i.e white eyeliner pencils, pencil sharpeners, biopsy and BTL labels, scales, measuring HT ruler, sample jars) as needed Order dermpath supplies –i.e  Biopsy bottles, bags and transport bags Order Quest supplies –i.e blood vials, tourniquets, Band-Aids (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;  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; 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 Supervisor and Manager

Clinical Services Assistance; Manage 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; 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; Attend and actively participate in required meetings. Praise coworkers for support

Nurse services include (experience preferred):

• 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,providersand 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.