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Staff Assistant, III

Company: Massachusetts General Hospital
Location: Newton
Posted on: June 13, 2021

Job Description:

The Staff Assistant III is responsible for all of the duties of a Staff Assistant II as well as the following:

  • DP (professional only) and DX (consult) material send back - on a weekly basis, organize and document within CoPath the send back of all material received by MGPO Dermpath for DP and DX cases.
  • Support TAT work flow and material receipt for DP and DX cases - print daily report identifying case TAT, follow up on cases with material requests.
  • Maintain registration and accession error reports and support corrections within CoPath and Epic - print daily error report, identify issues and update or correct information within Epic and/or CoPath
  • Maintain statistics for QC process - download CoPath reports on a weekly or monthly basis for maintaining key practice metrics.
  • Work-Around CoPath daily entries - data support for client specified work flows.
  • Log and fulfill outside data and material requests - log requests, print physician letter and obtain slides and document within CoPath.
  • Request courier pick-up for material transported to and from MGH or other clients. Verify courier manifest daily and assist in tracking courier
  • Daily telephone coverage and support invoice inquiry.

The Staff Assistant II and Staff Assistant III provide transcription; registration and accessioning of D, DX and DP cases; registration of all cases; proof reading and data management. These positions work closely with the Medical Director and physician(s) - typing the final diagnosis and comment, entering ICD-9 and CPT codes, sending cases to the pathologists' queue and pursuing physician ordered tests for DP and DX cases. All non-technical (non-tissue) related cases are registered and accessioned and organized. The Staff Assistant II and Staff Assistant III are also responsible for the packaging and tracking patient material back to clients.

All paper work is reviewed by the Staff Assistant II and III as a critical QC step before cases reach the physician for diagnosis. This QC step helps limit patient demographic and insurance errors.

Registration/Accessioning

This process varies by type of specimen received (slides, blocks, tissue) and includes the creation and printing of bar code labels for slide and block tracking.

Accessioning includes the careful evaluation of hand-written requisition slips and close attention to detail. All material must be proof-read (self-audit) to verify accuracy and quality control responsibilities include the proofing of registration and accession materials generated.

  • DP and DX: Registering, insurance verification, and accessioning. Using EPIC entering patient demographic and insurance information. Registration includes the accurate input of patient demographic and insurance information. Printing labels for material tracking. Gross description provided is copied into CoPath.
  • D: Using EPIC, entering patient demographic and insurance information.

Slide/Block Management

  • Receiving, documenting, and Sending back slides and blocks associated with DP and DX cases.
  • Managing picture documentation of all received material.
  • Assembling and tracking material to assist in physician workflow of DP and DX cases. The Staff Assistant III will assist MD in directing only completed cases for diagnosis and following up on cases to support TAT expectations. All material must be stored safely and organized until full case is ready for physician diagnosis. Daily tracking and communication is essential to meet turnaround expectations.
  • Filing slides.
  • Filing requisitions and draft reports.

Transcription

  • Transcribing final diagnosis and comment.
  • Proofreading material to verify accuracy and identify typographical errors using knowledge of medical terminology and refers to medical dictionaries or other references as needed.
  • Faxing and tracking orders of additional tests/levels from clients for DP and DX cases whereby additional tests are not performed on site.
  • Monitoring SoftScript dictation queue.

Proof Reading/QC/Updating Systems

Performing practice wide proofreading of registration and gross description of D, DP, and DX cases. In addition to a self-audit, the MGPO Dermatopathology has a formal QC process whereby all paperwork is reviewed for final QC prior to physician review.

  • QC all Draft Reports identifying/correcting patient demographic, insurance, date of service, and gross description site errors.
  • Updating Registration and CoPath data via EPIC and CoPath data entry.
  • Patient Index Liaison - reviewing registration data and obtaining Patient Index approval for all duplicate medical record registrations. All duplicate medical record requests are channeled through this position.
  • Duplicate MRN Merging - working with IT Systems Analyst in merging CoPath and EPIC records as determined by Patient Index. Only IT Systems Analyst and Staff Assistant III have the authority to merge reports to meet Patient Index requests.
  • Following- up on all registration/accession cases set aside after 4:00 pm to be pursued via physician office or insurance company assistance. Adhering to SOPs regarding specimen or case rejection, and pursuing incomplete demographic and insurance information.

Client Services

  • Answering telephone and transferring calls as needed.
  • Printing, packaging and documenting reports for daily courier pick up.
  • Tracking incoming Fed Ex packages.
  • Assisting in client invoice inquiries.

Other

  • Work Flow Evaluation - ongoing audit of existing work flow and providing recommendations to support material tracking and process improvement.
  • May provide other clerical duties as time permits.

High School Diploma or Equivalent

3-5 years transcription experience

Transcription

Knowledge of Medical Terminology

Absolute integrity and confidentiality with handling of patients specimens

Attention to detail

Precision in performing clerical tasks

Effective interpersonal and communication skills

Experience using CoPath - preferred

Experience using EPIC - preferred

Must be able to read and write English

Ability to type 50-60 words per minute

Ability to multi-task and work accurately under stress of workload demands

Works well in a team environment

Ability to problem solve

Keywords: Massachusetts General Hospital, Newton , Staff Assistant, III, Other , Newton, Massachusetts

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