Specimen Processing Specialist 1

Department Overview

The OHSU Knight Cancer Institute, known as one of the pioneers in personalized cancer medicine, is an international leader in research and cancer treatment. Driven by its mission to end cancer as we know it, the institute is building upon its expertise in targeted treatments to advance the early detection of cancer when the disease is most treatable.

 

Every Knight Cancer employee is expected to embody our guiding principles: 

• We act BOLDLY—Breakthroughs require pushing the boundaries of science, exploring new frontiers, and thinking differently
• We SUPPORT each other—Respect leads to trust, which leads to excellence
• We work as a CONNECTED team—We must leverage our collective brain power to conquer cancer because no one individual can do it alone

Function/Duties of Position

Position Summary:

 

This position is an integral part of Knight Diagnostic Laboratories (KDL) front office team, and is primarily responsible for pre-analytic processes including receiving and accessioning specimens, and facilitating specimen acquisition and return logistics. Professional and friendly verbal and written communication and telephone skills are applied to all contact with both internal and external clients of KDL, as well as KDL lab staff and other OHSU stakeholders. The position follows standard operating procedures to unpack incoming samples, check for completeness of information, accession tests into LIS, affix labels to containers, and distribute incoming workload to lab sections. Additional responsibilities include resolving problems with incoming specimens (e.g., missing, mislabeled, or otherwise discrepant specimens, requisitions and paperwork) and accessioning requests for “add-on” tests. The position prepares and provides shipping supplies, requisitions and reports to clients as needed, and participates in team efforts and cross training to improve processes for effective and efficient accessioning and client services activities. 

 

Key Responsibilties: 

 

SPECIMEN PROCESSING: Receive, identify and sort packages based on sample type, testing and client. Recognize and expedite STAT and priority testing. Direct samples to appropriate testing area. Open and verify package contents are appropriate for orders sent. Evaluate orders for accuracy, completeness and integrity of specimens. Notify lab supervisor of special requests or circumstances (e.g., limited specimen). Perform order entry (with < 1% error rate) into Laboratory Information System (EPIC Beaker). Have a clear understanding of and ability to properly complete chain of custody, proficiency, validation and research testing orders when required. Accession and prepare all sample types (blood, urine, CSF, tissue, amniotic fluid, chorionic villi, BM aspirates, etc.) for genetic and molecular pathology tests for oncology, infectious diseases, and rare genetic disorders. Create an aliquot sample when indicated. Deliver samples to appropriate testing areas while maintaining appropriate transport and stability requirements. Coordinate local courier pickup and delivery between OHSU and KDL laboratory locations, as well as FedEx or UPS shipments from outreach clients. Track missing specimens and resolve discrepancies quickly with documentation and communication to lab and client. Assemble and mail specimen shipper kits to clients as needed. Manage kit inventories and facilitate orders and restocking. Maintain proper documentation to ensure regulatory compliance (e.g., CLIA, CAP, OHSU policies, etc.). Adhere to federal and state laws and regulations, including HIPAA, for protecting the confidentiality and privacy of patient and research participant personal health information (PHI).

 

TELEPHONE CUSTOMER SERVICE: Initiate calls to health care providers to clarify orders, referring physician, requesting location, or patient history. Cover telephones as assigned. Provide assistance with test ordering, specimen tracking, test price inquiries, obtaining additional demographic or billing information from clients, and track and troubleshoot specimen logistics. Generate "add-on" requisitions at the request of the client or Medical Director, and coordinate and document client approval. Assist clients in reaching Medical Directors for consultation before or after testing results are reported. Meet performance standards for telephone communications, seeking the highest level of professionalism. Exemplify excellent written and personal communication skills by listening, maintaining a positive and helpful attitude.

 

ADMINISTRATION AND REPORTING: Initiate setup of new clients in appropriate databases. Communicate special needs to supervisors and Medical Directors. Copy, sort, mail and/or fax final reports upon request to appropria