Surgical Pathology Coordinator II

Working under the direction of the Administrative Supervisor and Administrative Manager, the Cytology 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:

Provides registration, accessioning, distribution of consult cases and serve as the primary liaison to clients.

Registration of patients for BWH Pathology consult services.

Under close supervision from the training preceptor, Administrative Supervisor and Administrative Manager:

1. Opens and organizes package of materials sent for consult review.
2. Reviews consult material received and verifies materials received equals the description of materials sent by the institution.
3. Alerts sender of any discrepancies.
4. Determines if case is to be billed to patient's insurance or to an institution.
5. If case is to be billed to patient's insurance, patient must be registered with an MRN and CSN number.

5a. Registration includes insurance verification of patients within EPIC or other resources and the provision of a Medical Record Number using EPIC.

5b. Accurately and comprehensively collects and verifies demographic and financial information from patients and/or their representatives in a sensitive and timely manner.

5c. Verifies patient insurance coverage with Third Party Payors and determines eligibility by utilizing appropriate technology.

1. If case is to be billed to institution, selects the appropriate client information in PowerPath.
2. Serves as the primary contact to clients to obtain essential specimen and/or patient information and seek clarification or request missing information.
3. Conducts follow-up research to obtain information not available at time of registration, as needed. May need to contact physician offices to obtain essential date for specimen processing and billing.

Accessioning into PowerPath

Accessions case into Pathology LIS (PowerPath) following established procedures.

1. Determination of Department or Private Consult will be determined following established procedures.
2. Enters information in PowerPath after careful evaluation of requisitions with close attention to detail.
3. Proofreads all material to verify accuracy and quality control (review to include proofreading requisition) and accession materials, using two patient identifiers throughout process.
4. Creates and prints barcoded labels for slides and blocks; labels materials ensuring accession # matches slides and blocks.
5. Puts case in slide file folder along with corresponding requisition and pathology report(s) and scan into delivery location.

Distribution of Cases

1. Responsible for the distribution of consult cases to appropriate staff pathologist for their review.
2. Cases should be distributed according to established procedures for rush/priority cases.
3. Department consults are delivered to the service shelf or mailbox.
4. Private Consults are delivered to the pathologist's mailbox.
5. Communicate with the supervisor when issues arise around priority/triaging cases.
6. 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.

High School Diploma or GED required.

Associate degree preferred.

Knowledge and use of basic medical terminology.

Experience in a healthcare or laboratory setting preferred.

PowerPath, EPIC knowledge preferred, but not required.

Basic knowledge of Microsoft Office application required.

Ability to type 60 WPM and complete data entry with a high level of accuracy.

1. Understanding and use of basic medical terminology.
2. Understanding of procedures including filing, copying, scanning, printing, and faxing.
3. Phone skills: Ability to use phone system (answer and screen calls, put on hold and transfer).
4. Customer Service and Verbal skills: Ability to interpret information as appropriate, communicate in a professional, courteous, clear, and concise manner.
5. Organization skills: Ability to manage work processes in a neat and orderly way and to sort and alphabetize. Ability to manage multiple tasks effectively with attention to details, follow established protocols, and work within systems.
6. Writing skills: Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo, or interoffice note) and to take complete and accurate messages. May respond directly on behalf of manager/provider without direction or instruction.
7. System skills: Ability to type 60 WPM and enter data with a high level of accuracy. Basic level computer skills including the ability to use word processing, spreadsheet, database, and presentation applications.
8. Comprehension of billing.
9. Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable of job performance), including policy and procedures with The Joint Commission and HIPPA.