Lab Support Administrator

JOB DESCRIPTION

Lab Support Administrator

Company:         VIZIA Diagnostics

Reporting To:    Customer Engagement Supervisor

Location:           VIZIA HQ - Alpharetta, GA

Company Summary:

VIZIA Diagnostics is a stand-alone, surgical pathology laboratory serving clients nationwide. Our team is focused on delivering best-in-class service excellence in diagnostic patient care. 

We are a subspecialty model dedicated to the practice of gastrointestinal pathology with GI subspecialty-trained and experienced pathologists and histotechnicians focused exclusively on GI specimens to ensure the highest level of quality. VIZIA is a growing company with potential advancement into other surgical pathology specialties, including a more robust genitourinary practice.

In 2023, VIZIA was formed through an acquisition from Boston Scientific Corporation. With more than 30 years of operational expertise and advancements in diagnostic services, we are proud of what we have accomplished, but we are even more excited about what we will achieve together.

Position Summary:

The Lab Support Administrator serves as a liaison to provide administrative support to pathologists, laboratory personnel, and other interdepartmental teams; working closely with the Customer Engagement Team and Lab Operations Team. They are responsible for client report, coordinating reference testing options, overseeing inbound and outbound consultations, and fulfilling medical records requests. 

Specific Responsibilities:

1. Pathology Lab Support:
   1. Provide administrative assistance to pathologists and laboratory staff, helping with scheduling, documentation, and coordination of laboratory functions to ensure smooth operations and timely delivery of results.
   2. Address and resolve discrepancies in specimen samples by liaising with internal and external teams to identify the root cause and implement corrective actions.
   3. Track and monitor turnaround times for specimens and ensure timely completion of tests, actively working to mitigate any delays or bottlenecks.
   4. Coordinate with reference labs and external testing facilities to manage additional services, such as special staining, advanced testing, and specimen processing, ensuring alignment with internal timelines and quality standards for seamless integration between in-house and external teams.
2. Release of Information (ROI):
   1. Act as a key point of contact for all Release of Information (ROI) inquiries, providing timely, accurate, and professional responses to patients, healthcare providers, and external organizations. 
   2. Ensure compliance with privacy regulations (e.g., HIPAA) and confidentiality standards when releasing medical records and other sensitive information
   3. Coordinate the logistics of specimen transport, including managing the handling, packaging, and timely delivery of specimens to reference labs or other external partners.
   4. Ensure all specimens are transported according to established protocols and regulatory requirements, maintaining the integrity and security of the samples throughout the process.
3. Communication & Collaboration:
   1. Act as a liaison between the pathology lab, clinicians, and external partners, facilitating clear, concise, and timely communication.
   2. Respond promptly and professionally to inquiries from clients, patients, and healthcare professionals, addressing concerns, providing necessary information, and ensuring all parties are kept informed throughout the process.
   3. Maintain a high level of customer service and empathy while adhering to organizational policies and confidentiality standards.
   4. Promote a collaborative culture within the organization by modeling teamwork, open communication, and mutual respect, while fostering positive working relationships across departments to drive collective efforts toward achieving organizational goals and ensuring efficient, excellence-driven team outcomes.
4. Records Management & Digital Slide Processing
   1. Manage the storage, tracking, and management of glass slides and paraffin blocks within the laboratory, ensuring proper organization and accessibility.
   2. Maintain detailed records for all glass slides and paraffin blocks, ensuring compliance with accreditation and regulatory guidelines, while coordinating with pathologists and laboratory staff to retrieve them as needed for diagnostic purposes or further analysis.
   3. Ensure the timely and accurate processing of all digital slides, coordinating with laboratory teams to prioritize scanning as needed.
   4. Troubleshoot and resolve issues with digital slide scanners, including loading errors, scanning quality, and system malfunctions, while working with internal stakeholders to address any issues, delays, or special requirements.
5. Quality Assurance:
   1. Actively support and contribute to quality assurance initiatives by closely monitoring and ensuring compliance with laboratory policies, procedures, and best practices.
   2. Maintain meticulous and accurate documentation to support compliance with accreditation and regulatory standards, conducting regular audits and reviews to ensure ongoing adherence.
   3. Collaborate with laboratory leadership and staff to assess and enhance quality metrics, implementing process improvements to drive operational efficiency and ensure optimal patient care.

Qualifications & Experience:

• High school diploma or equivalent; bachelor's degree in a related field strongly preferred.
• At least two (2) years of experience in an administrative role.
• Prior experience in a laboratory or similar medical environment preferred. 
• General knowledge of laboratory regulatory and compliance requirements. 
• Proficiency in Microsoft Office Suite; including Word, Excel, and PowerPoint
• Ability to handle a fast-paced and dynamic work environment.
• Ability to work independently and as part of a collaborative team.

Summary:

If you are a forward-thinking individual with a passion for customer engagement and creative outreach, we encourage you to apply and become a valuable member of our team at VIZIA Diagnostics. Join us in our mission to revolutionize the anatomic pathology market and provide unparalleled customer experiences.

Time Commitment:

The role is a full-time responsibility.

Location:

VIZIA Diagnostics Headquarters

11390 Old Roswell Road, Suite 100

Alpharetta, GA 30009

Compensation:

Compensation will be market competitive, including salary and benefits.