Program Coordinator, Reference Laboratory Testing

POSITION SUMMARY:

Under the supervision of the Operations Director, Operations Manager and Laboratory Support Services Manager of Pathology and Laboratory Medicine the Program Coordinator is responsible for creating, implementing, and monitoring the entire pre and post analytical processes related to testing sent to approved external laboratories in compliance with all policies, procedures, and regulations. This position collaborates with leaders from Laboratory Support Services, Courier Services, community external clients, reference laboratory representatives and other counterparts to ensure the safe and efficient handling of all related laboratory specimens. This individual upholds excellent customer service skills by building and strengthening relationships with patients and staff of all levels and disciplines internal and external to the laboratory.

Position: Program Coordinator

Department: Reference Laboratory Testing

Schedule: 40 Hours (Days)

ESSENTIAL RESPONSIBILITIES / DUTIES:

Responsibilities:

• Executes program guidelines and policies with the purpose of ensuring compliance with all government regulations and accreditation requirements, as well as maintaining alignment with the organization's mission.

• Exhibits working knowledge of regulatory requirements of CLIA, The Joint Commission, College of American Pathologists (CAP), Massachusetts Department of Public Health (MADPH), and Centers for Medicare and Medicaid Services (CMS).

• Supports laboratory leadership by organizing the workflow processes, and assists with creating, implementing, and maintaining all related controlled documentation involved in the referral testing process

• Works with laboratory leadership to evaluate program outcomes and to ensure appropriate continuum of services.

• Assists and monitors the referral test result processes including interfaced and non-interfaced result entry into LIS/IT/On Base. Works with medical records department to optimize processes.

• Creates and monitors various quality and performance metrics related to send out testing to maintain desired levels of service and ensure efficiency and effectiveness of the staff and processes.

• Monitors test request volumes to ensure the test menu offered in the EMR/LIS matches clinical needs per hospital policy (LOGIC). Works with IT as needed to make improvements and address concerns.

• Assists with monitoring new test requests and workflows to manage test utilization program

• Assists the QA and Compliance Manager/Supervisor with conducting Root Cause analysis investigations and reports when related to reference laboratory testing

• Sample handling including receiving, sorting, preparing and packaging lab specimens for external testing where required

• Report management including shift QA, pending logs, courier logs, pneumatic tube software

Management:

• Occasional oversight of program support staff (which may include interns, volunteers and/or regular staff). Provides necessary ongoing training and technical support to ensure projects are being completed in a safe, professional and productive manner.

• Manages centralized files and coordinates retention of records, including liaising with the office of medical records.

• Oversight of data entry, documentation, quality control, report management and sample handling by program support staff

• Ensuring staff adherence to all standards, policies and procedures of the laboratory

Administrative:

• Maintains a data management system ensuring timely and accurate data collection. Compiles quantitative and qualitative data

• daily, weekly, monthly and uses data to determine status of program activities.

• Writes the quarterly progress reports and annual progress reports for submission to laboratory leadership, including quality metrics and budgetary alignment goals.

• Serves as the department administrative expert with regards to compliance policies & departmental procedures as they relate to reference laboratory testing.

• Monitors and maintains inventory of reference laboratory supplies and equipment.  Purchases products as needed within established budget and accounting units.

• Schedules meetings with appropriate stakeholders, coordinates audio-visual and technology requirements, as needed.

• Assists in facilitating group sessions around program guidelines and educational support, including leading in group discussions

OTHER DUTIES:

• Performs office related duties such as picking up mail, handling faxes, scanning, fil