Admin Assistant

Job DescriptionJob DescriptionPerforms administrative and office support activities for multiple supervisors. Duties may include fielding phone calls, receiving and directing visitors, typing, filing, and faxing. Skills in word processing, spreadsheet and presentation software required. Internet research abilities are also important. Staff in this category may also have the title of dept. asst, coordinator or associate. Previous experience within HR department is helpful but not required. Past experience sheduling meetings/interviews/attention to detail is critical. Must have exceptional communication skills (written and verbal) as well as excellent organization skills. 1-3 years of experience.

Under the supervision of the Lab Outreach Manager and Laboratory Leadership, the Lab Outreach Specialist is primarily responsible for coordinating multiple services within the Lab Outreach Program. This position requires strong working relationships with clients, staff, patients, physicians and vendors to support continued outreach program growth.

Essential Functions:
25% Acts as a liaison and client services for Outreach (non-COH patients) and the 30+ COH Community Clinics for specimen collection, logistics, supplies, pricing, report status, and efficiently & accurately process according to department procedures. Ensures confidentiality of specimens and paperwork received.
15% Maintains and/or enhances customer relations with all internal laboratories and Outreach Clients by following up on sample requests for needed information and documents appropriately in database; on-site visits and quarterly in-services and promoting test offerings.
40% Handles laboratory orders and is accountable for all billing information for testing.
Process material requests from outside facilities in order to perform secondary diagnosis confirmation.
Responsible for reviewing and maintaining all Outreach work queues on a daily basis. Initiates billing and generates Lab Outreach client invoices and follows up on payments.
Partner with Patient Financial Services (PFS) and Medical Foundation Authorizations department to resolve billing issues, and verify authorization approvals needed for testing.
5% Maintains professional growth/development through seminars and workshops to continuously improve on daily skills i.e. advanced Microsoft Office programs (excel, work and PowerPoint)
5% Keep open communication lines with direct manager to maintain operational efficiencies and affectability.
Clinical Outreach Specialist
Immediately notifies direct manager of any problems/issues as they occur
5% -Candidate must instill the Values and Mission of City of Hope -Lives the organization's commitment to 'Patient Experience". -Always have a positive and compassionate attitude
-Use courteous, clear and timely communications with customers. -Anticipate the needs of others.
-Respect the customers time.
-Display professionalism through actions, work area appearance and personal appearance. -Use teamwork throughout the organization.
-Listen, empathize and work diligently to find solution to sustain and maintain the 'patient experience.
5% Capability to take on any tasks in the absence of team members and ability to collaborate with other departments.
Performs other tasks as specified by the manager. Special projects as needed.
Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.
Performs other related duties as assigned or requested.

Minimum Qualifications & Experience:
1-2 years experience in the laboratory specimen receiving/processing department
Preferred experience:
o Two years experience in a customer service-oriented position
o Good communication and interpersonal skills
o Working knowledge of specimen transport requirements
o Must be able to interact with a variety of personnel at various levels within and outside of City of Hope
o May be subjected to irregular hours, as work demands
o On call as needed and occasionally covers varied shifts, weekends and holidays.
o Computer skills
o Laboratory Information Systems (EPIC)

Minimum Education: High School Diploma, preferred Associate or BS in Biological Sciences, Healthcare Administration, Business Administration, Logistics, Supply Clain, or another relevant field

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