Administrative activities for one or more pathology laboratories or medical director/faculty. Interprets operating policies; exercises independent judgment in the resolution of administrative problems, prioritizing workload, billing, travel and expense reconciliation, purchasing supplies, coordinates special events or programs, such as: seminars, training programs, luncheons, travel, etc. Provides secretarial support to faculty and laboratory manager/leadership including correspondence, manuscripts, record keeping and filing. Understands HIPAA and departmental specific policies relating to medical records including any discussion, faxing and handling of patient medical records. Customer service representative duties including but not limited to call for reports, specimens, interface with patients, clinicians, internal contacts and outside institutions. Grant and proposal support; including grant application process. JHU/SOM Clinical Operations (CO).
DUTIES AND RESPONSIBILITIES:
Supports laboratory services or Pathology leadership in customer service, purchasing, billing and records control. Various functions involved with handling of materials received for clinical and research purposes. Responsible for answering the telephone and handling incoming mail or related communications. Interaction involves pathologists, assistants/residents/fellows, patients, administrative assistants, couriers, medical records, as well as contacts throughout the department, university, and hospital. Assist visiting physicians and students: Credentialing office, Registrar's office, ID badges, International office, Schedule maintenance and Housing coordination.
Print letters for signature. Forward signed letters. Submit travel reimbursements. Order equipment and supplies. Keep calendars for Pathologists. Coordinate access to the Neuropath door card reader. Submit miscellaneous expenses. Maintain equipment and service contracts including computers, office and laboratory equipment. Monitoring supplies and making best use of supply inventory and cost conscious purchases/budgets.
Accountable for standards of service excellence; including but not limited to patient or interpersonal relations, teamwork, communication, continuous performance improvement, and self management & accountability.
Needs to know the campus locations. May travel to buildings within a multi-block radius to deliver documents and important materials each day.
Receive and sign for outside consultation cases (Fed Ex, UPS, and loading dock). Set-up outside consults. Accession consults. Transcribe reports. Order stains. Advise in-coming fellows and/or residents on the Neuropath workflow. Pick up material from the lab (stains and consults coming from Reed Hall). Review and print OR schedule (brain and spinal cord cases). Print histories for patients having Neuropath frozen sections. Request additional material for consults. Take blocks to archives after accessioning. Send cases out for other pathologists' opinions, as needed. Assist patients and relatives in obtaining consultations. Return consult material as needed (original institution or another institution for treatment purposes). Assist the Neuro-Surgical/Neuro-Oncology staff regarding clinical and research related questions. Print reports. Pull slides and blocks. Order stains and recuts. Status of special stains and molecular studies.
Return consult slides to consult office. Return in-house slides to archives for re-filing. Re-accession over-30-day cases. Forward reports to patients and/or treating physicians. Follow up on overdue cases. Assure attending pathologists complete frozen section review sheets for in-house cases. Type addendums and amendments. Pull slides for Pathologists to review at the request of clinicians and Neuro-surgical staff. Request molecular testing. Transcribe Eyepath finals when Dr. Eberhart's assistant is out. Accession rush consults for Weinberg pathologists as needed. Book conference room and pull slides for monthly Pituitary Conference.
Searches for specific tumor types, or inflammatory disease. Request research material (pull blocks and slides). Set-up in-coming cases from the Children's Oncology Group (COG) for Pathologist's review. Order stains for COG cases. Return COG cases to Bio-Pathology Center. Accession PMA (pilomyxoid astrocytoma) registry cases.
Scope of Responsibility: Knows the formal and informal departmental goals, standards, policies and procedures that may include some familiarity of other departments within the school/division.
Decision Making: On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.
Equipment, Machine, or Tool Requirements: Computer (85%) including web-related software and hardware. Copier, Phone, Printer, etc.