Administrative Assistant - Consults

Job Summary

The administrative assistant creates and manages intradepartmental consults, special stain orders, and VIAS orders while supporting the Practice Manager in daily operations as needed.  This includes processing internal and external slide consults, maintaining medical records, and performing various administrative duties to ensure smooth workflow within the department.  This position involves a combination of office and laboratory settings and works closely with pathologists, medical staff, and external facilities to ensure the timely and accurate processing of specimens and consultations.

 

Major Responsibilities

• Accessioning and Consultation Processing:
  • Accession cases for intradepartmental consultations, special stain orders, and VIAS orders.
  • Generate appropriate accessions and worksheets in the Laboratory Information System (LIS) when entering slides and blocks received and when ordering requested special stains.
  • Print and apply slide and requisition labels; scan all documents into File Bound.
  • Log materials into the consult binder and ensure proper distribution to the appropriate pathologist.
  • Order special stains or additional levels upon pathologist request and track materials in the consult log.
  • Ensure the timely return of all material submitted, and document return dates in the consult log.
  • Send completed reports to the submitting pathologist and, when applicable, to the billing department.
• Special Stain Orders:
  • Receive special stain orders from other facilities and generate an accession number in LIS.
  • Set up worksheets in Harvest and enter received slides and blocks for requested stains.
  • Print and scan all necessary paperwork; send requests to histology for processing.
  • Monitor the completion of stains and report processing through the Harvest system, ensuring proper sign-out by the pathologist.
  • Return stained slides to the submitting facility, ensuring that reports and billing information are forwarded to the billing department.
• VIAS Orders (Internal & External):
  • Track internal and external VIAS orders by monitoring the LIS.
  • Accession cases for VIAS orders and generate necessary paperwork, including requisition labels, reports, and worksheets.
  • Collaborate with histology and pathologists to ensure proper processing and tracking of VIAS orders.
  • Monitor completion of image analysis, convert images from PDF to JPEG, and finalize reports for pathologist sign-off.
  • Forward completed reports and all necessary paperwork to the billing department and track completion in the VIAS log.
• Frozen Section Schedule Tracking:
  • Manage incoming faxes for scheduled frozen sections, ensuring timely acknowledgment and coordination with the pathologist.
  • Assist with locating slides and reports for the pathologist's review prior to appointments.
• Slide and Consultation Management:
  • Process external slide consult requests by accessioning cases, labeling and scanning paperwork, and ensuring proper distribution to the assigned pathologist.
  • Coordinate the return of materials and reports to the submitting physician or facility.
  • Assist with sending tissue blocks, histology slides, and tissue for continued care cases, coordinating the return of materials and reports.
• General Administrative Duties:
  • Assist with telephone coverage and direct calls to appropriate individuals.
  • Maintain and update medical records, ensuring all documentation is filed correctly.
• Perform other duties as assigned by the Practice Manager.

Qualifications

• High School Diploma or GED required.
• Proficiency in Microsoft Office Suite.
• Knowledge of medical terminology and anatomy is helpful.
• Strong organizational skills and attention to detail.
• Ability to follow written and verbal instructions accurately.
• Experience with office equipment and document scanning systems.
• Ability to handle multiple tasks simultaneously and work under time constraints.
• Strong communication skills and a professional demeanor when inte