Pathology Clinical Intake Manager and Digital Pathology Operations Lead

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Overview

The Pathology Clinical Intake Manager & Digital Pathology Operations Lead  reports to the Associate Director of Anatomic Pathology Labs and works in close partnership with the Director and Chief Strategist of Digital Pathology and AI to ensure consistent operational performance, service quality, and compliance.

This position oversees and manages all aspects of high-level clinical and administrative support for Anatomic and Clinical Pathologists and their teams, ensuring seamless relationships with the following areas at YSM: Case Management, Laboratories Academic Offices and Research offices.

The role identifies, communicates, and reinforces departmental goals, standards, policies, and procedures; develops and recommends administrative processes to improve efficiency; and serves as a key point of contact for a wide range of internal and external constituents. A major emphasis is on ensuring that patient-related documentation, communications, and follow-up are handled accurately, promptly, and with appropriate escalation of urgent matters. The position also functions as a central liaison among patients and families, referring providers, and outside institutions to facilitate exceptional patient care and to ensure that consults, case coordination and reference testing move forward without avoidable delays.

The role supports timely consultation completion by working closely with clinical fellows and teams to gather ancillary data and compile subsequent genetic/molecular information so that pathologists can deliver efficient, high-quality summative interpretations.

The position may serve as the head administrative liaison and intake manager for clinical matters within a subspecialty service, including support activities related to tumor board preparation and specialized intake workflows (e.g., marrow aspirates and peripheral blood smears).

Operationally, this role is responsible for Managing the team that completes the following critical work for the department:

• Coordinating the administrative aspects of specimen handling, requests for additional materials, and case management resolution, as well as obtaining and organizing required information from referring hospitals and providers.

Additionally, this position manages digital pathology scanning operations for the Department of Pathology across the health system. This includes building and sustaining a reliable scanning program by hiring, supervising, and delegating work to technical staff; training and certifying scanner users (including pathologists and technical staff); and maintaining complete operational documentation such as standard operating procedures, training and competency records, and other required materials. The role ensures that digital pathology workflows are standardized, well-documented, and aligned with clinical laboratory expectations, supporting quality, traceability, and readiness for audits or internal review. Through these combined responsibilities, the position ensures that both traditional clinical intake and digital workflows function as an integrated service, supporting timely care delivery, strong communication, and consistent operational excellence.

Essential Duties but not limited to:

Manage daily operations for case management and digital pathology scanning operations, ensuring reliable workflow, quality, and timely completion of work.

Hire, supervise, schedule, and delegate work to technical staff; manage exempt and non-exempt staff as assigned.

Train and certify scanner users (pathologists, trainees, and technical staff); coordinate onboarding, competency tracking, and refresher training.

Develop, maintain, and audit documentation including standard operating procedures, work instructions, and training/competency records; ensure documentation is current and accessible.

Serve as clinical intake liaison for pathology consults and specimen-related workflows; coordinate requests for additional materials and follow-up with referring institutions.

Coordinate communication and exchange of PHI under HIPAA guidelines; ensure appropriate documentation and timely communication across the care team.

Compile and organize clinical and ancillary information (including genetic/molecular data as applicable) to support timely pathology consultation and reporting.

Prepare and distribute patient-care documents; triage urgent requests;