Surgical Pathology Coordinator
 Brigham and Women's Hospital | |
 United States, Massachusetts, Boston | |
| 75 Francis Street (Show on map) | |
 Jun 02, 2025 | |
|
Working under the direction of the Administrative Supervisor and Administrative Manager, the Administrative Assistant is responsible for the registration and insurance verification of consult cases received and the accessioning of specimens according to approved protocols. Documentation of materials received for all consult cases. Works under general supervision and perform clerical and technical functions required for core front-end laboratory operations. Will serve as the liaison between clients and BWH Pathology, managing the process for consult services and following up on the timely receipt of slides and blocks, return of slides and blocks, and archival of slides and requisitions.
Principal duties and responsibilities: - Maintains established department policies, procedures and objectives, including the areas of quality assurance, safety, environmental and infection control. -Complies with all regulatory (Joint Commission) and billing compliance standards. -Responsible for daily handling, filing, tracking, and retrieval of BWH diagnostic slides. Must be able to verify status of all cases upon request. -Weekly processing and inter-filing of slides composed of frozen section, breast core, and hematopathology slide cases. -Daily processing/inter-filing of unstained slides. -Must possess the ability to work independently with little supervision and to problem-solve issues concerning missing, damaged, or unidentified slides as well as general problems with the filing and retrieval of diagnostic slides. -Process requests for BWH slides for outside review: receive, log, and process requests via phone, fax, email, responding promptly and efficiently to all requests. -Liaise with large number of internal and external departments, and physician offices: locally, domestically and internationally. Includes liaising with BWH International Office, as well as, Research Core facilities, as needed. -Working in conjunction with Administrative Supervisor, will liaise with outside pathologists, research clinicians, and patients, to process all requests for BWH block/slide retrieval from outside storage facility, ARMS/RETRIEVEX. Will also develop and maintain tracking and filing system for all materials. -Responsible for departmental relationship with outside storage facility, ARMS/RETRIEVEX as it pertains to daily retrieval of pathology slides and paraffin blocks, and the ongoing archiving of materials, including maintaining database, and all activities associated with organizing, labeling and tracking stored/requested items. JOB SPECIFIC SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: 1.Highly organized and proficient with filing and tracking systems. 2.Ability and knowledge to receive, log, and process all outside slide requests via phone, fax, and email email. Responds promptly and efficiently to all requests. 3.Creates, updates and maintains filing system for all materials in Consult Services. 4.Coordinates the retrieval of all materials from outside storage facility. Works to troubleshoot problems, identify missing materials and coordinate facility pick up. 5.Responsible for covering duties for Surgical Pathology Coordinator and returning slides to outside storage facility when needed. Accessions case into Pathology LIS (PowerPath) following established procedures: -Determination of Department or Private Consult will be determined following established procedures. -Enters information in PowerPath after careful evaluation of requisitions with close attention to detail. -Proofreads all material to verify accuracy and quality control (review to include proofreading requisition) and accession materials, using two patient identifiers throughout process. -Creates and prints barcoded labels for slides and blocks; labels materials ensuring accession # matches slides and blocks. -Puts case in slide file folder along with corresponding requisition and pathology report(s) and scan into delivery location. Distribution of Cases: -Responsible for the distribution of consult cases to appropriate staff pathologist for their review. -Cases should be distributed according to established procedures for rush/priority cases. -Department consults are delivered to the service shelf or mailbox. -Private Consults are delivered to the pathologist's mailbox. -Communicate with the supervisor when issues arise around priority/triaging cases. -Initiates and maintains communication with the supervisor regarding service issues, complex cases, difficulties, and circumstances requiring special attention. Additional Responsibilities: -Types documents for final reports. -Scans requisition and outside pathology reports into the laboratory information archiving system. -Prints billing invoices as requested and faxes to billing office. -Acts as the receptionist to support incoming calls and inquiries. -Performs miscellaneous administrative tasks: faxes documents, prepares materials for courier pickup, and delivery and pick-up of materials in the medical campus. -Maintains established departmental policies, procedures, and objectives, including the areas of quality assurance, safety, environmental affairs, and infection control. -Returns consult materials to referring facility. -Re-accessions cases and places orders in PowerPath. -Schedules FNA procedures. -Performs all other duties and responsibilities as directed.
Physical Requirements The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. | |