Site: The Brigham and Women's Hospital, Inc.
Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.
Job Summary
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.
- 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.
Additional Job Details (if applicable)
Onsite
75 Francis Street
40
Regular
Day (United States of America)
Pay Range
$18.58 - $26.58/Hourly
Grade
3
At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.
2200 The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.
Mass General Brigham Competency Framework
At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.
