Office Assistant 3 - Case Management

The Office Assistant 3 reports directly to the Supervisor of Case Management and provides advanced administrative and operational support within a high-volume surgical pathology environment. This position is responsible for the accurate receipt, accessioning, and tracking of specimens, tissue blocks, slides, and related materials, ensuring proper documentation, traceability, and regulatory compliance. The role supports case resolution, additional material requests, and pre-review of cases, facilitates communication between pathology teams and submitting institutions, and provides cross-coverage in other departmental areas as operational needs require. The position requires attention to detail, knowledge of regulatory standards, and the ability to maintain confidentiality and quality standards in a fast-paced, high-capacity laboratory. The hours for this position are 9a-5p.

Principal Responsibilities

• Perform high-volume case intake and accessioning of all surgical pathology specimens in accordance with CAP and CLIA standards, ensuring accuracy, specimen integrity, and chain-of-custody documentation.
• Review all submitted specimens, requisitions, and reports to verify completeness and confirm two patient identifiers prior to accessioning.
• Accurately enter and verify patient demographics, ordering physician information, collection location, and specimen data in the laboratory information system, maintaining audit trail integrity and case traceability.
• Conduct preliminary case review and quality check prior to pathologist submission, ensuring completeness of documentation and materials.
• Prepare specimens, blocks, and slides for routing to appropriate laboratory sections or pathologists for diagnostic evaluation, following specimen tracking and chain-of-custody protocols.
• Accession and manage slides, blocks, and consultation materials, maintaining slide/block inventory management systems per retention policies.
• Coordinate outreach to internal departments and external submitting institutions to obtain required materials, documentation, or additional specimens.
• Request additional materials for faculty, fellows, and residents to support diagnostic and consultative activities.
• Identify and track discrepancies, labeling issues, or incomplete documentation; initiate corrective actions per laboratory quality management procedures.
• Troubleshoot accessioning, labeling, specimen identification, and documentation issues in a timely manner, maintaining communication with laboratory and clinical personnel.
• Provide cross-functional operational support, including back-up coverage for clinical reception, slide room assistance, and handling incoming inquiries.
• Support staff within Case Management and Slide File Room to maintain efficient workflow and high-quality service.
• Provide cross-coverage and operational support in other laboratory areas as operational needs require, with appropriate training.
• Perform additional administrative and operational duties incidental to departmental activities to ensure smooth workflow, regulatory compliance, and service excellence.
• Support laboratory quality assurance and quality improvement initiatives in accordance with CAP and CLIA standards.
• Maintain compliance with policies related to specimen identification, accessioning accuracy, documentation, tracking, and retention.
• Assist in inspection readiness by adhering to established SOPs, documentation practices, and regulatory guidelines required for accreditation and audits.
• Ensure strict compliance with HIPAA and institutional privacy/confidentiality policies.
• Provide cross-coverage and support in other laboratory areas as operational needs require, with appropriate training provided.

Required Skills and Abilities include:

1. Demonstrated knowledge of human anatomy, pathology, and medical terminology, with ability to accurately interpret clinical documentation and specimen-related information.
2. Demonstrated experience in a clinical laboratory, pathology department, or healthcare environment, including specimen accessioning workflows, case management processes, and laboratory operations.
3. Experience supporting high-volume specimen intake, accessioning, slide/block management, and consultation case workflows.
4. Exceptional attention to detail and organizational skills, with ability to identify discrepancies, errors, or incomplete documentation and take corrective action. Ability to identify and escalate as needed to staff / management.
5. Proficiency with general computer systems and office software, with accurate data entry and ability to maintain electronic case documentation.
6. Proven strong written and verbal communication skills, with ability to interact professionally with pathologists, laboratory personnel, clinical staff, and external submitting institutions.
7. Ability to work effectively in a fast-paced, high-volume clinical laboratory, prioritizing tasks while maintaining accuracy and meeting turnaround time expectations.
8. Ability to maintain confidentiality and handle protected patient information in accordance with institutional policies and HIPAA.

Preferred Skills and Abilities

1. Knowledge of laboratory regulatory and accreditation requirements, including standards established by CAP and CLIA, with ability to follow policies for inspection readiness and compliance.
2. Proficiency with laboratory information systems (e.g., CoPath, Epic, Workday, or comparable LIS/EMR platforms), including accurate data entry, case tracking, and documentation.
3. Experience in an academic medical center or reference laboratory environment, supporting faculty, fellows, and resident diagnostic activities.
4. Familiarity with multiple electronic medical record or laboratory systems beyond the primary LIS, facilitating cross-departmental workflow support.

Principal Responsibilities

1. Provides specialized information on administrative, academic, financial aid, and procedural matters to students, prospective students, faculty, and staff.
2. Assists staff, faculty and students with the completion of forms. Identifies and resolves errors through contact with students and University departments. Maintains logs and records of activities.
3. Compiles statistical data and information. Establishes and maintains filing systems.
4. Uses computer terminal to input and retrieve data. Merges and manipulates filing systems. Monitors and reconciles financial data.
5. Keyboards letters, memoranda and other materials. Composes general written material.
6. Schedules and coordinates conferences, meetings, appointments, and classrooms.
7. May oversee and instruct support staff.
8. Performs clerical functions incidental to office activities.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.