Specimen Processing Specialist 2 - Temporary
Full Time
Portland, OR 97239
Posted
Job description
Department Overview:
OHSU Dermatology is located in the Center for Health & Healing on the South Waterfront in Portland, Oregon. The Department of Dermatology is dedicated to providing our patients the best and most innovative dermatologic care for the broad range of skin, hair, nail, and mucous membrane disorders. The department recognized the need for balance in applying core values to everything we do. We value the balance of: individual autonomy with the wisdom of the group, mastery of current knowledge with continuous exploration and improvement, optimism with pragmatism, fun with accountability, integrity with tactful honesty, and quality and excellence with efficiency. Oregon Health & Science University is dedicated to improving the health and quality of life for all Oregonians through excellence, innovation, and leadership in health care, education, and research.
Function/Duties of Position:
The Specimen Processing Specialist 2 provides specific customer services that include: registration and accessioning using LIS and Epic, transcription using word processing and speech dictation applications, coordination of authorizations for care with managed care, maintain materials control system in Dermatopathology custody, and assisting patients and referring physicians in the office of Dermatopathology. This position is responsible for technical (ICD-10 and CPT coding) and administrative work (transcription and data entry) and training other Specimen Processing Specialists.
As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.
Note: This is a temporary position.
OHSU Dermatology is located in the Center for Health & Healing on the South Waterfront in Portland, Oregon. The Department of Dermatology is dedicated to providing our patients the best and most innovative dermatologic care for the broad range of skin, hair, nail, and mucous membrane disorders. The department recognized the need for balance in applying core values to everything we do. We value the balance of: individual autonomy with the wisdom of the group, mastery of current knowledge with continuous exploration and improvement, optimism with pragmatism, fun with accountability, integrity with tactful honesty, and quality and excellence with efficiency. Oregon Health & Science University is dedicated to improving the health and quality of life for all Oregonians through excellence, innovation, and leadership in health care, education, and research.
Function/Duties of Position:
The purpose of this position is to be responsible for the specimen receipt and accessioning aspects of a commercial laboratory. Duties include order entry, verification of specimens, coordination of specimen pick-up and delivery, and specimen tracking. This position also provides customer supplies, requisitions, and reports, and participates in troubleshooting and process improvement.
The Specimen Processing Specialist 2 provides specific customer services that include: registration and accessioning using LIS and Epic, transcription using word processing and speech dictation applications, coordination of authorizations for care with managed care, maintain materials control system in Dermatopathology custody, and assisting patients and referring physicians in the office of Dermatopathology. This position is responsible for technical (ICD-10 and CPT coding) and administrative work (transcription and data entry) and training other Specimen Processing Specialists.
- Registration and Accessioning. Responsible for receiving specimens and associated requisition paperwork. Assigns unique accession number; enters patient and specimen information from requisition slip into databases as required (EPIC, ULTRA/GGG, Tamtron, LabDirector/4D) for clinical service, proficiency testing and research specimens. Follows proper accessioning procedures for specimens. Initiate calls to health care providers to clarify orders, referring physicians, requesting location or patient history. Log, label and distribute specimens, requisitions, and patient files. Distribute specimens to appropriate lab or pick up area, notifying lab supervisors of special requests or circumstances. Coordinate local courier pickup and delivery from OHSU and FedEx from outreach clients. Track missing specimens and resolve discrepancies quickly with documentation and communication to lab and/or client. Ship Styrofoam specimen shippers to clients on request and document inventories. Maintain proper documentation to meet CLIA, CAP and legal standards. Follows guidelines for proper patient confidentiality per HIPPA.
- Act as registration point by gathering and/or verifying patient information including demographics, and insurance coverage. Use Lab Information System and Epic as pivot point for distribution of demographic, referral, clinical, and pathology-resulting data to multiple sources, including OHSU Medical Group and referring physicians. Transcribe from dictation or written word in to a variety of hospital and departmental applications, verifies correct ICD10 and CPT codes for billing. Reviews Dermotopathology billing workques for accuracy and make changes as necessary. Act as resource to PAS Specialists and Office Assistants in correct Dermatopathology office procedures and policies.
- Process special notation, slides and other correspondence under direction of Dermpath Manager and Director of Dermatopathology and send to external customers and clients.
- QC Tracking. Maintain materials control system to identify location of every block and slide in Dermatopathology custody. Maintain accurate filing system. Package and send materials and documents to referring clients and reference points.
- Order and Data Entry. Arrange and order associated clinical, diagnostic or laboratory services, coordinate authorizations when necessary. Direct patients to appropriate providers for other health care issues. Complete and route direct referrals to other clinical services.
- Customer Service. Provide high quality customer service to both external customers (patient, referring providers and insurance carriers) and internal customers (OHSU health care providers and staff) that meet or exceed the service standards of the health care industry. This duty includes prompt and professional communication efforts, face-to-face customer contact skills, and crisis management, facilitate available information technology, standard complaint processing, flexible coverage of internal service needs, and the continuous application of process improvement methods and skills. Triage and document accurately telephone calls from patients and providers including complaints, general information inquiries and urgent health care concerns. Deliver such information or requests promptly to the appropriate providers and manager.
- Point of Service Operations. Speaks with patients and providers/offices over the telephone to confirm slide readings and specimen referrals. Inspects insurance and authorization information. Verifies and updates common insurance data in Epic system.
- Point of Service Operations. Speaks with patients and providers/offices over the telephone to confirm slide readings and specimen referrals. Inspects insurance and authorization information. Verifies and updates common insurance data in Epic system.
- Training. Provides on the job training, orientation, guidance and coaching for new specimen processing specialists. Is expected to share expertise with less experienced staff. May be asked to perform in a lead capacity.
- Administrative Duties. Generate add-on requisition slips at the request of the client or Medical Director, which includes coordinating and documenting client approval. Set up new clients in appropriate databases. Copy, sort, mail and/or fax final reports upon request to appropriate customer locations. Prepare case folders for lab workflow as required. Maintain workflow statistics for quality assurance. Receive, sort, and deliver incoming and outgoing mail and requests for information. Maintain printers and copiers in front office and arrange for service as necessary. Review requisitions for completion of all necessary information for correct testing, interpretation of results and billing. Contact clients as needed to obtain missing information. Follow clean claims process for billing services for technical and professional fees.
- Distribution of Data. Facilitate mail, send, receive and categorize faxes, email and other correspondence. Coordinate mail distribution with other departmental employees.
- Distribution of Data. Facilitate mail, send, receive and categorize faxes, email and other correspondence. Coordinate mail distribution with other departmental employees.
- High school diploma and at least four years of college lab science courses, plus one year of college math or computer courses OR
- High school diploma and four years of clinical lab experience OR
- High school diploma and successful completion of a Lab Assistant Training program including two years clinical lab experience
- Compliance with Code of Conduct, Respect in the workplace and Applicable policies, procedures and agreements related to position, department or OHSU as a whole
- Must be able to perform the essential functions of the position with or without accommodation
- Some college/professional school
- 3 years of customer service in healthcare/university settings
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Familiarity with managed care authorization process / OHSU computer systemsKnowledge of PowerPath (Tamtron) and Epic software a plus.
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Previous working experience with Word and Excel. Windows applications, on-line scheduling, and a preference for data-base and word processing skills with a typing ability of 70+ WPM.
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Excellent verbal and written communications skills.
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Demonstrated effectiveness in confrontational customer interactions.
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Working knowledge and understanding of medical and insurance terminology
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Strong relationship building skills with patients, care plans, providers, clinic staff, management, OHSU and community partners
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Exceptional customer service skills - both in-person and on the telephone
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Exceptional interpersonal skills - able to resolve conflicts and problem solve between parties
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Demonstrates active listening skills and supportive, professional behavior.
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Demonstrated evidence of strong written and verbal communication skills
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Ability to manage multiple priorities, prioritize workload, meet deadlines and meet urgent patient, physician and system needs
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Ability to work accurately and without constant supervision.
As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.
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