Join our award-winning team at University of Washington Medical Center (UWMC). Among the top medical centers in the United States as rated by U.S. News & World Report 2018-2019 "America's Best Hospitals", UWMC prides itself on compassionate patient care as well as its pioneering medical advances. UW Medical Center has again earned U.S. News & World Report's No. 1 hospital ranking in Washington State and in the Seattle metropolitan area. It is the seventh consecutive year that UWMC has achieved both distinctions.UWMC is operated by the University of Washington (UW) and serves as a training site for UW's School of Medicine. The University of Washington is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.The Accessioning area of UW Pathology has an exciting opportunity for an ADMINISTRATIVE ASSISTANT SUPERVISOR 1The Accessioning area of UW Pathology encompasses staff in two different sections of Anatomic Pathology based at UW Medical Center and includes a variety of critical clinical tasks, including specimen receipt and routing, specimen intake and send out, billing, accessioning, reference lab onboarding, and testing coordination across multiple laboratories. Staff are based in the Pathology gross room, receiving specimens from internal clinics and the hospitals, and also in the Pathology office, where they handle the intake of cases from external facilities and coordinate additional material and testing requests.Accessioning is the essential first step in the diagnosis of pathology specimens in our department, and the accuracy and efficiency of the work in this area has downstream effects from the Pathology laboratory workflows to the case sign out workflows for the pathologists and trainees. The Accessioning and Front Office Supervisor works closely with other supervisors and managers, faculty, and clinicians to develop and improve processes in these areas. Excellent verbal and written communication skills are essential, as well as the ability to work with a diverse range of people in a wide range of positions. The Accessioning and Front Office supervisor must often work with multiple, competing stakeholders to create processes which uphold UW Medicine's commitment to patient care and safety.With staff based in multiple areas and on site for partial shifts without a supervisor, strong skills in staff development and personnel management are essential. The accessioning area is continually developing, so strong project management skills are also a big plus, and extensive administrative experience creating new processes and workflows, and writing and implementing procedures, is necessary for the successful applicant.This position also has oversight of the Pathology front office at UW Medical Center, which includes: triaging phone calls for two hospitals, managing daily QA reports, sending staff absence reports, verifying outside doctors, and ordering supplies for UWMC Anatomic Pathology. Strong customer service skills are a must for this aspect of the position. Standards of PerformanceIn compliance with all legal, institutional, and departmental policies and requirements, create, update and maintain policies and procedures for intake and accessioning of pathology materials. Create, update and maintain policies and procedures related to genetic testing and additional materials. As needed, collaborate with department leadership to create service level agreements with outside clients in order to create standards of service and expectations between clients and staff. Work with supervisors and managers of various areas within Anatomic Pathology in order to better coordinate specimen processing in conjunction with Histology and Gross Room. Collaborate with department leadership to review and implement process improvements in these areas. Work with departmental managers and supervisors to onboard new reference lab clients. As needed, work with IT and faculty to create billing accounts, specimen ordering codes, etc. in order to ensure the correct processing of reference lab specimens.Create, update, and maintain policies and procedures related to the Front Office area including: triaging and managing phone calls, ordering supplies and coordinating office equipment service requests, triaging billing issues, updating and maintaining outside client and referring physician lists, and other administrative support tasks. Create and update phone trees and other tools in order to create better phone coverage and customer serviceEstablish work priorities, staffing schedules, and division of duties within Accessioning and Front Office. Assign coverage of critical tasks.Conduct performance evaluations and monthly rounding with staff. Initiate coaching and recommend corrective action as needed. Train and onboard new staff and continuously train all staff on new standards or duties.Investigate and resolve problems related to tasks in Accessioning, including specimen receipt and intake, genetic testing, additional testing and material requests. When necessary, perform outreach and in-service training with UW Medicine clinics and/or clinical staff in order to mitigate ongoing issues and ensure that appropriate staff are trained regarding the compliance requirements of Anatomic PathologyImplement reports and documentation to monitor quality of work and workload volumes for individual staff members as well as entirety of Accessioning and Front Office areas. Maintain various logs monitoring the acquisition and processing of specimens for Accessioning, including additional testing and genetic requests. Maintain call logs to monitor OR TAT for pathology. Maintain purchasing and service logs for supplies and equipment in the Front Office. (5%) Use pathology software and applications to process testing requests and additional material requests, and perform intake and accessioning of external and internal specimens. Perform related duties as assignedThe Accessioning and Front Office Supervisor will report to the Manager of Program Operations for Specimen Intake and Administration, who oversees the pre-analytic and post-analytic operations for UW Pathology at both UWMC and HMC. Staff schedules for accessioners range from 6:00 am to 9:00 pm, and the supervisor position is scheduled from 9:30 am to 6:00 pm, with the expectation that flexibility may be necessary for training, coverage, or other priorities.Minimum qualifications:Requires High School/GED AND five years of office or administrative support experience to include one year of experience as a full-time lead or supervisor OR an equivalent combination of education and experience."ORequivalent education/experience.Strongly desired qualifications:Bachelor's degree (BA or BS acceptable)2+ years complex administrative experience including project management responsibilities2+ years personnel management and staffing development experience2+ years experience with laboratory accessioning and specimen intake practicesKnowledge of anatomic and medical terminologyFamiliarity with a laboratory regulatory environment and requirementsExcellent written and verbal communication skillsExperience with process improvement and workflow developmentFamiliarity with EPIC, PowerPath, and medical billing practicesProficiency with Microsoft Office suite
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.