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Working under the direction of the Administrative Manager, the Surgical Pathology Coordinator II will work at an advanced level and under general supervision to perform technical and clerical functions required for core front-end laboratory operations, clinical and administrative support to a director, faculty, and/or chief of service; database and materials management for clinical and research projects, calendar management, travel arrangements, and coordinates conferences and courses. The Surgical Pathology Coordinator is responsible for the registration and insurance verification of private consult cases received by the Pathology Service; the accessioning of specimens according to approved protocols and documentation of materials received. Will serve as the liaison between clients and BWH Pathology and follow up on the timely receipt of slides and blocks.
Clinical Support Duties:
1. This position includes a high level of responsibility for all aspects of organization and management of the Breast Pathology Service. It also has a significant need for interfacing with multiple individuals and institutions.
2. Oversees day-to-day service activities related to consult cases, such as: A) Open, organize and accession all Breast Pathology consult cases received; B) Contact institutions to obtain complete clinical and billing information and additional material on cases, as needed; C) Tracks case status, and notification to Breast Pathologist of delays or problems; E) Type, proofreads, and disseminates final reports.
3. Orders, picks up and facilitates the handling of materials (e.g. slides, blocks and reports) needed for assay send out (OncotypeDX).
4. Organizes case list for Radiological/Pathological bi-weekly conference and identifying and collating slides for review based on recognizing need for correlation flagged in case diagnosis.
5. Organizes Pathology Department Conferences, communicating and coordinating speakers and topics.
6. Organizes revision and coordinates website update of educational materials (Surgical Pathology Grossing Manual and resident assessment) within the pathology department.
7. Creates documentation for, organizes, and submits research proposals for staff; corresponds and communicates with grant administrators, if necessary.
8. Coordinates, schedules Fellowship Program interviews, observer ships and follow-up if necessary.
9. Maintains Breast Fellowship milestone achievements.
10. Maintains Rotating Resident's education information and assessments.
11. Capable of collating and organizing Quality Assurance data from PowerPath (e.g. HER2 FISH/immunohistochemistry concordance, disagreements with outside pathology reports, reasons for revised reports, and ER/PR/HER2 prevalence of breast prognostic markers over time).
12. Assist in credentialing and re-credentialing document organization and submission.
13. Schedules, and creates/designs PowerPoint presentations, handouts and syllabi for CME courses and seminars.
14. Organizes legal cases, facilitates communication between Attendings and attorneys; maintains confidential records, as well as composing and sending invoices, keeping track of invoices sent and payment received, and creating legal documents (e.g. legal letters, detailing case info/diagnosis), and scheduling meetings as well as depositions.
15. Acts as course administrator and collator of data (images, text and questions) for web-based breast pathology course under development, if necessary.
Non-Clinical Duties:
1. Accession case into Pathology LIS (PowerPath) following established procedures.
2. Register patients in Epic for final reporting and billing.
3. Responsible for the distribution and triaging of private consult cases to appropriate pathologist for review.
4. Researches, retrieves, copies, picks up and delivers all manner of paperwork throughout campus.
5. Files, faxes, emails, photocopies, prepares materials for couriers.
6. Transcribes documents including manuscripts, reports, grants, correspondence, manuals, abstracts, chapters, course materials, proposals, et al. Responsible for proofreading, editing and ensuring accuracy on all levels.
7. Coordinates Outlook calendar, schedules appointments, meetings, conferences, and travel arrangement. Coordinates all aspects of travel (e.g. flights, hotel reservation, registration for conferences and meeting).
8. Prepares and submits all paperwork associated with reimbursement (travel, meals, registration fees, etc.).
9. Processes and updates academic records, CVs, and biographical sketches.
10. Maintains division specific databases and creates reports as needed.
11.
Clinical Support Duties:
1. This position includes a high level of responsibility for all aspects of organization and management of the Breast Pathology Service. It also has a significant need for interfacing with multiple individuals and institutions.
2. Oversees day-to-day service activities related to consult cases, such as: A) Open, organize and accession all Breast Pathology consult cases received; B) Contact institutions to obtain complete clinical and billing information and additional material on cases, as needed; C) Tracks case status, and notification to Breast Pathologist of delays or problems; E) Type, proofreads, and disseminates final reports.
3. Orders, picks up and facilitates the handling of materials (e.g. slides, blocks and reports) needed for assay send out (OncotypeDX).
4. Organizes case list for Radiological/Pathological bi-weekly conference and identifying and collating slides for review based on recognizing need for correlation flagged in case diagnosis.
5. Organizes Pathology Department Conferences, communicating and coordinating speakers and topics.
6. Organizes revision and coordinates website update of educational materials (Surgical Pathology Grossing Manual and resident assessment) within the pathology department.
7. Creates documentation for, organizes, and submits research proposals for staff; corresponds and communicates with grant administrators, if necessary.
8. Coordinates, schedules Fellowship Program interviews, observer ships and follow-up if necessary.
9. Maintains Breast Fellowship milestone achievements.
10. Maintains Rotating Resident's education information and assessments.
11. Capable of collating and organizing Quality Assurance data from PowerPath (e.g. HER2 FISH/immunohistochemistry concordance, disagreements with outside pathology reports, reasons for revised reports, and ER/PR/HER2 prevalence of breast prognostic markers over time).
12. Assist in credentialing and re-credentialing document organization and submission.
13. Schedules, and creates/designs PowerPoint presentations, handouts and syllabi for CME courses and seminars.
14. Organizes legal cases, facilitates communication between Attendings and attorneys; maintains confidential records, as well as composing and sending invoices, keeping track of invoices sent and payment received, and creating legal documents (e.g. legal letters, detailing case info/diagnosis), and scheduling meetings as well as depositions.
15. Acts as course administrator and collator of data (images, text and questions) for web-based breast pathology course under development, if necessary.
Non-Clinical Duties:
1. Accession case into Pathology LIS (PowerPath) following established procedures.
2. Register patients in Epic for final reporting and billing.
3. Responsible for the distribution and triaging of private consult cases to appropriate pathologist for review.
4. Researches, retrieves, copies, picks up and delivers all manner of paperwork throughout campus.
5. Files, faxes, emails, photocopies, prepares materials for couriers.
6. Transcribes and types documents including manuscripts, reports, grants, correspondence, manuals, abstracts, chapters, course materials, proposals, et al. Responsible for proofreading, editing and ensuring accuracy on all levels.
7. Coordinates Outlook calendar, schedules appointments, meetings, conferences, and travel arrangement. Coordinates all aspects of travel (e.g. flights, hotel reservation, registration for conferences and meeting).
8. Prepares and submits all paperwork associated with reimbursement (travel, meals, registration fees, etc.).
9. Processes and updates academic records, CVs, and biographical sketches.
10. Maintains division specific databases and creates reports as needed.
11. Orders, picks up and facilitates the handling of materials (e.g. slides, blocks, and reports) used for conferences, research projects, and clinical trials. Maintains delivery logs, shipments and consults requests.
12. Maintain office and order supplies. Oversees cleaning and maintenance as directed.
13. Performs all other duties and responsibilities as directed.
Non-Clinical Duties:
1. Accession case into Pathology LIS (PowerPath) following established procedures.
2. Register patients in Epic for final reporting and billing.
3. Responsible for the distribution and triaging of private consult cases to appropriate pathologist for review.
4. Researches, retrieves, copies, picks up and delivers all manner of paperwork throughout campus.
5. Files, faxes, emails, photocopies, prepares materials for couriers.
6. Transcribes and types documents including manuscripts, reports, grants, correspondence, manuals, abstracts, chapters, course materials, proposals, et al. Responsible for proofreading, editing and ensuring accuracy on all levels.
7. Coordinates Outlook calendar, schedules appointments, meetings, conferences, and travel arrangement. Coordinates all aspects of travel (e.g. flights, hotel reservation, registration for conferences and meeting).
8. Prepares and submits all paperwork associated with reimbursement (travel, meals, registration fees, etc.).
9. Processes and updates academic records, CVs, and biographical sketches.
10. Maintains division specific databases and creates reports as needed.
11. Orders, picks up and facilitates the handling of materials (e.g. slides, blocks, and reports) used for conferences, research projects, and clinical trials. Maintains delivery logs, shipments and consults requests.
12. Maintain office and order supplies. Oversees cleaning and maintenance as directed.
13. Performs all other duties and responsibilities as directed.
Qualifications
Associate Degree required.
Bachelor's Degree preferred.
Minimum 4 years applicable experience in a healthcare or laboratory setting required.
Understanding and use of advanced level medical terminology required.
Experience using PowerPath - preferred, but not required.
Experience using EPIC - preferred, but not required.
Understanding of billing operations required.
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