Administrative Assistant II 40 Hours Day Bwh - Pathology Surgical Services

GENERAL SUMMARY/OVERVIEW STATEMENT:

1.Maintains established department policies procedures and objectives including the areas of quality assurance safety environmental and infection control.

2.Complies with all regulatory (Joint Commission) and billing compliance standards.

MATERIALS FILING

1.Responsible for handling filing tracking and retrieval of BWH diagnostic slides approximatelycases per week. Must be able to verify status of all cases upon request.

2.Responsible for the login of approximately 125150 cases per week returned with slide archive receipts.

3.Processing and filing of approximately 500 slides per week composed of frozen sections breast cores and hematopathology slide cases.

4.Processing banding and filing of unstained slides from approximately 375 various cases per week as well as approximately 375 Hematopathology cases per week.

5.Installation labeling shifting and removal of file cabinets and drawers on a much needed basis.

6.Preparation of slide files to be transported to offsite storage when necessary which includes: barcoding labeling and record keeping of all material sent to offsite storage.

7.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.

8.Must be able to empty slide folders at a rate of approximately 1500 folders a week.

MATERIALS RETRIEVAL

1.Process requests for BWH slides for outside review: receive log and process requests via phone fax email and patients (in person) responding promptly and efficiently to all requests.

2.Liaise with large number of outside institutions and physician offices both domestically and internationally. Includes liaising with BWH International Office as needed.

3.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.

4.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.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1.Must be able to complete all of the above tasks with minimal errors (approximately 95 accuracy) within acceptable time frames and with minimal direct supervision.

2.Crosstrained on all aspects of Admin Assistant II/Consult Services position and able to rotate and perform all duties efficiently and effectively.

3.Highly organized and proficient with filing and tracking systems.

4.Ability and knowledge to receive log and process all outside slide requests via phone fax and email. Responds promptly and efficiently to all requests.

5.Creates updates and maintains filing system for all materials in Consult Services.

6.Coordinates the retrieval of all materials from outside storage facility. Works to troubleshoot problems identify missing materials and coordinate facility pick up.

7.Understand the process for receiving back all returns of BWH forwarded inhouse slides and reports files slides attach new report with BWH report scan and file.