Description
Summary: Maintains a high level of visibility and transparency, following through on all customer requests and inquiries in a timely fashion when dealing with all interdisciplinary departments within the organization as well as all external customers and/or clients. Provides responsible, professional, and skilled support to the Director of Laboratory Services, Director of Regional Laboratory Services, Laboratory Manager, Regional Laboratory Manager, Supervisors, Technical Consultants, and Point of Care Testing Coordinator with respect to administrative, organizational, and computer-related projects functions directly related to document control, materials management/supply chain functions, accreditation, finance/accounting, human resources, safety, infection control, general duties as assigned in order to comply with standards, guidelines, and regulations set forth by various administrative, medical and governmental bodies for the overall success of the region in general and specifically regarding those areas of Laboratory function. Responsibilities: Meets expectations of the applicable OneCHRISTUS Competencies: Leader of Self, Leader of Others, or Leader of Leaders.
- Laboratory Buyer/Materials Management: Performs activities related to the procurement of products, reagents, equipment, and repair items by utilizing contracts, buying groups and specialized Supply Chain software applications. Investigates and resolves invoices, packing slips, receiving and backorder issues to achieve prompt payment to vendors by Accounting. Works directly with supervisory/management staff with inventory management/procurement.
- Purchasing/Supply Chain: Facilitates negotiations of purchasing letter of commitment (LOC) contracts, reagent use agreements (RUA), equipment service agreements; works closely with the System Director of Procurement, System Manager of Procurement, System Director of Contracts, and System Order Management to ensure best price practices. Works with/assists Laboratory group purchasing organizations to facilitate negotiations of best price practices, as required. Maintains electronic database of service agreements, working closely with Biomedical Services to provide active agreements and expenses.
- Cost Value Analysis Team Committees Member: Hospital CVAT interdisciplinary member, System Laboratory CVAT team lead member, non-Labor CVAT team lead member possessing the analytical skills necessary to gather and interpret quantitative and qualitative data. Performs product comparisons, best price practices, and cost savings analysis; research/procures, then maintains/reports identified cost savings, working closely with Laboratory leaders and Executives to vet cost savings initiatives. Prepares and participates in annual presentations to System Executives and the Board, as required.
- Legal: reviews all legal contracts for Laboratory Services, Regional Laboratory and various Clinical Laboratories departments, prepares all required justification documentation for review/approval by the Laboratory Director; works directly with Legal department for review; works with vendor to reconcile any Legal red-line changes that are required; submits final Legal approved contract to departmental Executives for approval; ensures timely completion of such by tracking/follow-up; processes signed contracts to vendor and performs follow-up to ensure a countersigned contract is received. Generates purchase orders (if applicable) and processes all legal contracts as required within the system after a countersigned document has been received, maintaining electronic copies.
- Accreditation: works with Director to perform gathering of information and online submission of College of American Pathologists (CAP) accreditation application for laboratory; works with Director and Management staff to perform gathering of information and submission of any changes and/or new relating to both Joint Commission and CLIA to adhere to accreditation standards; maintains manual & electronic records/documentation for CAP, Joint Commission, and CLIA as related to such. Generates, facilitates, and compiles results for the biennial Laboratory Satisfaction Survey relating to provider satisfaction as required by CAP standards. Participates in accreditation inspections in relation to Laboratory services, as needed/requested. Advisement of accreditation standards/regulations to laboratory personnel and performs direct contact with CMS/CLIA office to resolve issues or for regulatory questions.
- Proficiency: Reviews and orders accreditation proficiencies both annually and as needed throughout the year, and consults/advises the region regarding proficiencies as needed/requested, to ensure proper accreditation guidelines are met; maintains CAP proficiency survey records, ensuring that all are completed timely, processed appropriately, and reviewed/filed appropriately. Works directly with Pathologists and Cytotechnologist to ensure timely completion of CAP proficiency surveys specific to Anatomic Pathology and Cytology, from initial receipt of materials, survey performance, receipt of results, ensuring corrective actions are written (if applicable), ensures survey processing and return of materials to CAP within specified deadline, ensuring physicians and cytotechnologists have performed CE for such, obtaining review approval signatures of all participants, Director, Medical Director, and Cytopathology Medical Director, and appropriately files completed survey; serves as CAP Registered/Tested Proctor for the annual CAP Cytology PAP PT survey, overseeing confidentiality of testing, ensuring deadlines for testing are met to adhere to standards, and ensuring results are maintained confidentially and filed appropriately.
- Laboratory Document Control Coordinator: Functions as Document Control Coordinator, as required by accreditation standards; responsible for updating/revising/creating over 2,500 Laboratory specific departmental policies, procedures, charts, forms, competencies, orientation materials, training manuals, job descriptions, job evaluation forms, etc.; maintains electronic database for monitoring status of all policies and procedures.
- System Policy Manager Departmental Coordinator: Functions as Document Control Coordinator for all Laboratory related System policies and procedures, working in conjunction with Regional Laboratories to ensure all policies and procedures are standardized and maintained appropriately; works in conjunction with the Committee/Education to approve policies and procedures submitted through Policy Manager for consistency and content throughout the System. Responsible for biennial updating, coordinating the timely printing of bound manuals working closely with the System's Print Shop, distribution of manuals to all system nursing units-clinics-clients-associated hospitals, maintaining distribution listing, uploading/maintaining Policy Manager/intranet electronic policy locations, and annual review/revisions to the Laboratory Services Manual. Responsible for uploading/maintaining Policy Manager/intranet electronic locations for the Regional, as needed. Ensures the Laboratory/Blood Bank webpage and all related documents of the intranet are maintained and current.
- Laboratory Statistics/Finance Coordinator: Compiles and analyzes monthly, quarterly, bi-annual, annual, and "as requested" Laboratory and departmental statistical reports utilizing applicable software applications, creating reports as necessary in those applications to facilitate retrieval of consistent data. Works directly with Director in preparing/analyzing annual capital and revenue/expense budgets; enters all capital requests for budget review/purchase into software applications, oversees process and performs follow-up as needed for completion/procurement; reviews monthly Income statements, Expense Distribution, Accrued Receipts, and Inventory Issue Details reports to ensure appropriate monthly expenditures and expense account budgets are appropriate for all pertinent cost centers, reporting any fluctuations/discrepancies to the Director of Laboratory Services, Director of Regional Laboratory, and to Finance/General Ledger for resolution/reclass of charges. Attends Finance monthly budget variance meetings with Director of Laboratory Services and Director of Regional Laboratory, as required.
- Accounts Payable Coordinator: performs receipt of purchase orders timely to allow for prompt payment to vendors for PO related invoices; works closely with System Accounts Payable department investigating and resolving discrepant invoice/credit issues for all Laboratory department vendors; enters manual vendor invoices/credits into Infor system; reviews, codes, and approves all Laboratory departmental vendor invoices/credits prior to Lab Director approval in iPayables. Works directly with multiple/various departments to resolve invoicing issues. Works directly with interdisciplinary departments by submitting Charge Reclassification forms to Directors and performing follow-up to ensure completion/approval and proper submission to Accounting. Codes, processes, and deposits all departmental vendor/client check revenue received directly in the department to Accounting to ensure proper posting of revenue to appropriate revenue accounts; maintains electronic copies of such transactions. Processes Laboratory Medical Directorship fees and supporting physician documentation of hours performed via Infor.
- Billing Coordinator: procures information electronically by creating/utilizing LIS Charge Audits and reports; manually processes data to perform the creation of monthly billing/invoices for service reimbursement directly to the client; ensures that payment is received/posted and is applied to appropriate expense accounts for services rendered; maintains reconciliation workbooks for all clients; works closely with General Ledger department to reconcile accounts monthly. Responsible for performing direct follow-up with the vendor if there are past due invoices or improperly paid invoice amounts; issues credits on future invoicing if necessary.
- Human Resources: works directly & indirectly with personnel manager for the management of 150+ staff: licenses, health records, employee evaluation monitoring, etc. Processes new hire orientation documents/packets; performs departmental on-boarding/orientation of laboratory staff (as needed and/or requested), and maintains competency, certifications, and in-service records for all Laboratory personnel. Processes term employees in computer system and via security; ensuring employee files are forwarded to the Human Resources department. Works with Education Coordinator with onboarding/orientation of students to the laboratory department, as needed and/or requested.
- Liaison: serves as Liaison for Regional Laboratory in all aspects of daily operation of laboratories, independently, as well as under the supervision/guidance of the Director of Laboratory Services.
- Daily Operations: Works directly with the Director of Laboratory Services and Director of Regional Laboratory on activities to adequately manage laboratory, blood bank, anatomic pathology, and regional laboratory departments; works directly & indirectly with the Director of Laboratory Services, Director of Regional Laboratory, Managers, and Supervisors with short, medium, and long term projects. Uses initiative, judgment, and decisiveness to relieve Laboratory administration/management of routine matters.
- Safety / Infection Control: works directly and indirectly with Manager to perform Departmental Safety Officer (DSO) related functions as requested/assigned. Maintains and ensure the appropriate processing of all laboratory related product recall notifications with Supervisory staff, vendors, and system Environment of Care Officer/designee. Responsible for the annual coordination/maintenance of formalin and acetic acid badge monitoring, fume/biohood inspection/monitoring, balance calibration/certification, NIST Thermometer calibration/certification, microscope annual inspection/maintenance, scale annual inspection/maintenance, DI water system annual inspection/maintenance and Decibal meter calibration/certification; distributes/maintains all certifications/reports and perform accounting function to ensure timely payment for such. Responsible for uploading/maintaining Microbiology Antibiograms for physicians and Pharmacy utilization/reference on the intranet. Processes Notifiable Conditions and Infection Disease Reports to the State of Texas and Infection Prevention department (as needed); maintains reports with confirmation of transmission based on record retention policy; maintains report forms to ensure current State forms are being utilized for reporting.
- Information Technology: performs activities as required and/or requested within the HIS, LIS and other system applications; maintains department telephones/copiers/fax/scanners/printers/other equipment working closely with the Information Management & Telecom departments, ensures all equipment is maintained and functioning appropriately.
- Performs inter- and intra- laboratory instrument/analyzer/reagent/quality control correlations utilizing specialized application; responsible for application maintenance; responsible for training users on the use of the application; responsible for annual renewal of license of application.
- Miscellaneous duties such as copying, mail processing, answering phones, printing, organization of files, printing labels, filing, etc. Creates correspondence, letters, memos for laboratory related functions. Creates graphs and meeting materials for presentation via Excel, PowerPoint, Visio, Publisher, Access, Project, Word and other additional software. Creates Bi-annual Leadership Presentation for Director, as required. Performs required in-service education.
- Able to prepare correspondence without guidance.
Job Requirements: Education/Skills
Experience
Licenses, Registrations, or Certifications
- Professional Administrative Certification of Excellence (PACE) OR Certified Administrative Professional (CAP) certification preferred.
- Certified Business Office Manager certification preferred.
- Medical Office Administrator Certified (MOAC) certification preferred.
Work Schedule: Varies Work Type: Full Time
|
Christus Health
expense account
Mar 29, 2025