Office Coordinator - IPT

Office Coordinator – IPT

Phelps Health – a 2000‑employee hospital and healthcare system serving the heart of small‑town Missouri. We are committed to taking our team to the top.

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

• Reviews all reference test orders and compares with returned results, working 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 patients 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, and nursing questions in a positive and professional manner.
• Maintains a neat, presentable, and professional personal, waiting area, and office area, appearance. Ensures all office storage shelves, cabinets, and desk tops are labeled and organized.
• Assists laboratory staff with data collection and quality reports.
• Places laboratory orders accurately while verifying presence of diagnosis and physician signature, and documents call requirements, specimen comments, and all information as needed.
• 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; verifies pre‑authorization as needed for manual test entry.
• Finds answers to customer questions, contacts physician's office to clarify orders, keeps patient/family informed of wait time and delays, and contacts patient and/or provider to request specimen recollection.
• 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, and have good working knowledge of testing information and records storage.
• Provides instructions to patients for urine collections, dietary restrictions, and collects and processes urine drug screen collections.
• Monitors specimens brought to area so they are processed soon after registration.
• Evaluates specimens dropped off to ensure adequate sample and verifies specimen adequacy in correlation with test requests.
• Monitors non‑interfaced reference laboratory pending logs and follows up with vendors to ensure results are received timely; 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 transports supplies during rounds.
• Assists in escorting patients to other departments when volunteers or phlebotomists are unavailable.
• Assists covering pathology admin assistant duties, answering pathology phone and/or taking messages when unavailable.
• Demonstrates problem solving skills and participates in quality improvement and patient satisfaction teams.

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

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

• Not applicable.

• 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.

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

• Seniority level:
  Internship
• Employment type:
  
  Full‑time
• Job function:
  Administrative
• Industries:
  Hospitals and Health Care

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.