Administrative Support Assistant

Job Title

Administrative Support Assistant

Duties

Help Duties include, but are not limited to the following tasks:

• Proficient in applying complex medical terminology specifically related to anatomic pathology and clinical diagnoses to transcribe meetings, communications, handling medical document and packages.
• Performs medical transcription that involves specialized terminology dictated by several individuals and/or skill in transcribing material involving non-specialized terminology such as live conferences, teleconferences, or similar proceedings when an accurate recording is required.
• Maintains office compliance regarding regulations, policies and guidelines as established by laboratory accreditation bodies, CPT coding and SNOMED policy relating to diagnostic indexing of surgical, cytology and autopsy reports in order to assure compliance with reporting requirements.
• Performs timekeeping duties using pay and leave laws. rules. regulations, and agency policy regarding entitlements to overtime, differential, hazardous duty, holiday and special rates and premium pay.
• Maintains calendar for lab service, i.e. scheduling appointments.
• Takes and transcribes Service supervisor meeting minutes.
• Schedules for mandatory reviews are presented at various medical executive cancer committees, tumor board and other meetings.
• Prepares agenda with attachments for Service supervisor meetings and distributes to section supervisors.
• Drafts, reviews, controls, and edits the laboratory's standard operating procedures in assigned clerical and administrative support areas.
• Screens calls and visitors and refers to other staff members only those calls or visitors requiring their attention. Interacts with customers, visitors, and coworkers in a courteous, tactful, helpful manner, exercising mature judgment and diplomacy appropriately.
• Handles requests for information and resolves or assists in resolving a variety of inquires made by the facility regarding laboratory-related matters.
• Provide exceptional customer service to professional and para-professional personnel within the Medical Center.
• Reviews outgoing correspondence and reports prepared for signature of the Service Chief, ensuring proper format, correctness (mathematical and grammatical, as applicable), and ascertaining that all necessary coordination of facts has been completed and is in accordance with established policy.
• Serves as send-out coordinator for anatomic pathology, logging and tracking all materials (generally, tissue blocks and slides) that are sent to reference labs.
• Analyzes existing or proposed internal reports to ensure procedures are followed.
• Maintains master files and reports related to record disposition and retention, creating, and updating files as necessary to maintain compliance with all VA and other applicable regulations.
• Proper handling of biological and infectious samples in order to minimize and prevent risks of contracting contagious transmittal disease (ie: HIV, Hepatitis, etc.); knowledge and use of proper universal precautions.
• Knowledge of proper packaging, handling, and shipping of pathology materials.
• Utilize a range of software applications such as Word, Excel, Power Point, Outlook, Access, VHA, and VA databases to extract and organize data, produce reports, and to prepare a variety of specific working documents and forms.

Work Schedule: 8am-4:30pm Monday-Friday

Compressed/Flexible: Not Available

Telework: No Authorized

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant/ PD147830