Surgical Path Coordinator 2
Brigham & Women's Hospital(BWH)

GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.

Working under the direction of the Administrative Manager, the Surgical Pathology Coordinator is responsible for the registration and insurance verification of consult cases received by the Pathology Service, the accessioning of specimens according to approved protocols. Documentation of materials received for all consult cases. The Surgical Pathology Coordinator will work under general supervision and perform clerical and technical functions required for core front-end laboratory operations. The Surgical Pathology Coordinator will serve as the liaison between clients and BWH Pathology, managing the process for consult services and following up on the timely receipt of slides and blocks.

PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects, and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.

The Surgical Pathology Coordinator will provide registration, accessioning, distribution of consult cases and serve as the primary liaison to clients.

Registration of patients for BWH Pathology consult services.

Independently, under general direction from the Administrative Manager:

Opens and organizes package of materials sent for consult review.

Reviews consult material received and verifies materials received equals the description of materials sent by the institution.

Independently troubleshoots missing reports, materials, patient demographics, insurance, and billing and alerts sender of any discrepancies.

Determines if case is to be billed to patient's insurance or to an institution.

If case is to be billed to patient's insurance, patient must be registered with an MRN and CSN number.

Registration includes insurance verification of patients within EPIC or other resources and the provision of a Medical Record Number using EPIC.

Accurately and comprehensively collects and verifies demographic and financial information from patients and/or their representatives in a sensitive and timely manner.

Verifies patient insurance coverage with Third Party Payors and determines eligibility by utilizing appropriate technology.

If case is to be billed to institution, selects the appropriate client information in PowerPath.

Serves as the primary contact to clients to obtain essential specimen and/or patient information and seek clarification or request missing information.

Conducts follow-up research to obtain information not available at time of registration, as needed. May need to contact physician offices to obtain essential date for specimen processing and billing.

Accessioning into PowerPath

Accessions case into Pathology LIS (PowerPath) following established procedures.

Determination of Department or Private Consult will be determined following established procedures.

Enters information in PowerPath after careful evaluation of requisitions with close attention to detail.

Proofreads all material to verify accuracy and quality control (review to include proofreading requisition) and accession materials, using two patient identifiers throughout process.

Creates and prints barcoded labels for slides and blocks; labels materials ensuring accession # matches slides and blocks.

Puts case in slide file folder along with corresponding requisition and pathology report(s) and scan into delivery location.

Distribution of Cases

Responsible for the distribution of consult cases to appropriate staff pathologist for their review.

Cases should be distributed according to established procedures for rush/priority cases.

Department consults are delivered to the service shelf or mailbox.

Private Consults are delivered to the pathologist's mailbox.

Communicate with the supervisor when issues arise around priority/triaging cases.

Initiates and maintains communication with the supervisor regarding service issues, complex cases, difficulties, and circumstances requiring special attention.

Additional Responsibilities

• Types documents for final reports.
• Responsible for proofreading, editing, and ensuring accuracy on all levels.

• Scans requisition and outside pathology reports into the laboratory information archiving system.
• Prints billing invoices as requested and faxes to billing office.
• Covers the reception desk to support incoming calls and inquiries.
• Performs miscellaneous administrative task including faxing documents, preparation of materials for courier pickup, and delivery and pick-up of materials in the medical campus.
• Assists Administrative Manager with training of Surgical Pathology Coordinator I.
• Maintains established departmental policies, procedures, and objectives, including the areas of quality assurance, safety, environmental affairs, and infection control.
• Performs all other duties and responsibilities as directed.

Qualifications
High School Diploma or GED required.

Associate degree preferred.

Knowledge and use of intermediate medical terminology.

Experience in a healthcare or laboratory setting preferred.

PowerPath, EPIC knowledge preferred, but not required.

Intermediate knowledge of Microsoft Office application required.

Ability to type 60 WPM and complete data entry with a high level of accuracy.

Minimum 2 years applicable experience in a healthcare or laboratory setting required.

Understanding and use of intermediate medical terminology required.

Experience using PowerPath - preferred, but not required.

Experience using EPIC - preferred, but not required.

Understanding of billing operations required.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

Understanding and use of intermediate medical terminology.

Understanding of procedures including filing, copying, scanning, printing, and faxing.

Phone skills: Ability to use phone system (answer and screen calls, put on hold and transfer).

Customer Service and Verbal skills: Ability to interpret information as appropriate, answer more complex questions and communicate in a professional, courteous, clear, and concise manner.

Organization skills: Ability to manage work processes in a neat and orderly way and to sort and alphabetize. Ability to manage multiple tasks effectively with attention to details, follow established protocols, and work within systems.

Writing skills: Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo, or interoffice note) and to take complete and accurate messages. May respond directly on behalf of manager/provider without direction or instruction.

System skills: Ability to type 60 WPM and enter data with a high level of accuracy.

Intermediate level computer skills including the ability to use word processing, spreadsheet, database, and presentation applications.

Intermediate knowledge of billing.

Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable of job performance), including policy and procedures with The Joint Commission and HIPPA.

EEO Statement
BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

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