Office Coordinator

Phelps Health is a 2000-employee-strong hospital and healthcare system serving the heart of small-town Missouri.

No matter where you start with us, we're committed to taking our team to the top. If you're ready for the challenge of providing life-saving care or supporting those who do, read on to find your fit in the Phelps Health family.

General Summary

• The Office Coordinator is responsible for activities of the laboratory office including review and assignment of collection of all outpatient and priority inpatient orders.

Essential Duties and Responsibilities

• Reviews all reference test orders and compares with returned results and works with accounting to assure accuracy of bills.
• Displays concern and respect for others by dealing with people in a compassionate, sensitive and responsive manner. Warmly greets and assists patient and customer population whether in person or via telephone. Explains laboratory protocol and procedures, specimens needed, and provides test information, while respecting the confidentiality of patient information. Works as part of a team to ensure patient satisfaction is a priority. Responds to patient, physician, nursing questions in a positive and professional/respectful manner.
• Maintains neat, presentable, and professional personal, waiting area, and office area, appearance. Ensures all office storage shelves, cabinets and desk tops are labeled and organized to ensure ease of use by all laboratory staff. Assists laboratory staff with data collection and quality reports.
• Places laboratory orders accurately while verifying presence of diagnosis and physician signature. Accurately documents call requirements, specimen comments, and all information as needed, while ensuring correct patient stay is used for every visit. Monitors and follows-up with add-on orders to ensure tests are added in a timely manner to ensure specimen integrity. Performs Epic registration for specimen drop-offs from client and clinic patients. Verify pre-authorization as needed for manual test entry.
• Accepts responsibility of finding answers to questions from any customer, internal or external. Contacts physician's office to clarify orders, as needed. Keeps patient/family informed of wait time and delays. Contacts patient and/or provider to communicate needs for recollection of specimens.
• Schedules outpatient specialty tests at levels and times consistent with appropriate staffing, including pathologists.
• Ensures laboratory staff are trained in placing orders accurately both manually and electronically, finding results, including manual reference tests, and have good working knowledge of testing information and records storage.
• Provides proper instructions to patients for urine collections, dietary restrictions as applicable, and collects and processes urine drug screen collections. Monitors specimens brought to area so they are processed as soon as possible after registration. Able to evaluate specimens being dropped off to ensure adequate sample being submitted. Verify specimen adequacy in correlation with test requests.
• Monitors non-interfaced reference laboratory pending logs and follows up with appropriate vendor to ensure results are received in a timely manner. Results and scans test results into EPIC. Accesses reference lab website for result inquiry. Monitors Epic work queues and resolves outstanding issues.
• Picks up specimens from MOS clinics at scheduled times and able to transport supplies to clinics during rounds. Evaluates samples being picked up to make sure labeled appropriately, and being sent to correct facility/lab area for testing.
• Able to assist taking/escorting patients to other departments when volunteers or phlebotomists are unavailable.
• Assist covering pathology admin assistant duties, answering pathology phone and/or taking messages when pathology admin assistant is unavailable.
• Demonstrates problem solving skills. Participates in department Quality Improvement/patient satisfaction teams.

Education

• High school graduate or equivalent required, with excellent math and communication skills. Specialized training in computer and word processing desired.

Work Experience

• Three years' secretarial experience with medical background including use of word processing software and computer operation. One year supervisory experience preferred.

Certification/License

• Not applicable.

Mental/Physical Requirements

• Close mental and visual attention required for short periods of time. Sedentary work status up to 45% of time. Must be able to lift and/or carry up to 10 lbs.

Working Conditions

• Slight exposure to hazardous and infectious material. Works in air-conditioned environment with moderate noise levels.

At Phelps Health, we think we have a better team, benefits, and opportunities for growth than anyone else around, and we invite you to see for yourself Apply now to join us on our mission in health care.