Specimen Processing Clerk (1st, 2nd & 3rd Shift)

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Position Summary

The Specimen Processing Clerk I is responsible for supporting the department with all clerical and ancillary duties in creating and accessioning clinical cases for patient output. They are responsible for upfront processing of patient samples including performing video receipt of incoming specimens, data entry of patient information into the Laboratory Information System (LIS), labeling of patient samples, handling discrepancies to obtain needed documentation, and activating patient cases. In addition, the Specimen Processing Clerk is responsible for working cross-functionally with various departments, routinely ensuring quality by confirming sample labeling and documentation match the LIS and performing routine audits of all patient samples within the department. While maintaining job functions, the Specimen Processing Clerk is to progress in their learning of the regulations (CLIA, CAP and NYS) which the laboratory functions. This position works under the direction of the Supervisor and follows standard laboratory procedures and policies.

Accountability/Scope

• Perform Video Receipt of incoming specimens – opening packages and organizing specimens and associated documents for clinical processing.

• Creates patient cases including the setting up of new patient cases in the Laboratory Information System (LIS), entering of specimens in case, labeling patient samples, attaching relevant documents, and opening any discrepancies as needed.

• Manages patient cases including updating information in the LIS, entering of specimens in case, labeling patient samples, attaching relevant documents, verifying all information previously entered in the case is accurate.

• Quality Control checking information for accuracy in the LIS compared against the patient paperwork received and uploaded to LIS (Information provided on Requisitions, Pathology Reports, Demographics, etc.).

• Opens and closes specimen and case discrepancies to ensure accurate information and processing of specimens in a timely fashion. Communicates with Customer Support to perform outreach as needed to obtain documentation.

• Identifies the appropriate pathology diagnosis corresponding to the sample received, enters the diagnosis into the patient case, opens a discrepancy if diagnosis in not testable/non-malignant.

• Responsible for identifying and handling unique processing requirements of special pathology accounts to provide client satisfaction.

• Performs 1st QC of all data entry points.

• Activate cases, print slides for microtomy, and order H&E tests.

• Transport cases between departments as needed (departments include Lab Operations, IHC, and PA).

• File cases in proper activation date order at various staging areas throughout the laboratory.

• Work cross-functionally with various departments including Customer Support, Billing, IHC, Lab Operations, Pathology Assistants, Pathologists and Reporting.

• Manages lab queues and performs audits of daily auto-generated reports to ensure quality.

• Responsible for filing, tracking, retrieval, and accurate record keeping.

• Maintains diagnostic viability of all specimens and ensures correct patient labeling of all materials.

• Thoroughly document case activities within the Laboratory Information System (LIS) and SharePoint database when necessary.

• Monitor the department email inbox and address inquiries in a timely manner.

• Operate, maintain, and troubleshoot equipment including slide printers, label p