The Operations Coordinator, Lab Support Services (OC, Lab Supt Svcs) position reflects the mission, vision, and values of Northwestern Medicine, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines and all other regulatory and accreditation standards.
Under the direction of the manager, the OC, Lab Supt Svcs has the authority and accountability for facilitating the delivery of quality service for a designated section. The OC, Lab Supt Svcs works with pathologists and physician-specialists to oversee daily operations and coordinate timely responses to Pathologist and clinical needs. Duties may include development of standing operating procedures (SOP), implementation of information technology solutions, and oversight of training and competency assessment of staff.
Duties include coordination and scheduling of section staffing, organization of staff activities to ensure efficient and effective use of time and effort, oversight of inventory control of section technical and clerical supplies, oversight of supply requests in accordance with section budget constraints and volume demands, and investigation and resolution of technical and service problems between support services, nursing units, outpatient areas and clinical testing departments.
RESPONSIBILITIES
- Section Coordination:
- Reviews and verifies the accuracy of results, quality control (QC) records and quality assurance (QA) parameters. Coordinates and monitors corrective action.
- Develops SOPs and maintains document control.
- Ensures compliance with all federal, state, local, TJC, CAP, AABB, multi-disciplinary, hospital regulations, policies and procedures.
- Investigates and resolves patient, technical and workflow problems related to their area of responsibility.
- Develops and maintains relationships with all customers and suppliers.
- Assures that service standards are implemented and evaluated.
- Facilitates a multi-disciplinary and collaborative approach to patient care and interdepartmental problem solving/service delivery.
- Instructs staff in the section on new methods and supplies.
- Assumes delegated responsibilities in the absence of the manager.
- Oversees the inventory system and partners with supply chain management to ensure appropriate and adequate supply levels to meet department requirements. Oversees the submission of supply requests in accordance with section budget requirements and purchasing requirements.
- Coordinates the maintenance and repair activities related to equipment and facilities.
- Staff selection, training, competency and evaluation:
- Assists manager in the interviewing and selection of new hires and promotions.
- Coordinates and monitors section staffing to ensure sufficient staff to cover all aspects of service. Proactively adjusts daily staff work assignments due to sick leave, absences or increased patient volume. Evaluates/approves the need for staff overtime and temporary help.
- Oversees staff adjustments in the automated time recording system, vacation requests and leave requests.
- Supports management team with editing and approving timecards for all employees within department.
- Ensures department staff provides consistent quality and customer service to all customers.
- Oversees the orientation and training; contributes to the performance evaluation of section personnel according to guidelines established by laboratory management and human resources.
- Maintains staff competency and training documentation
- Actively ensures staff’s compliance to NM Standards of Professional Conduct.
- Technical:
- Adheres to hospital and department policies, processes and procedures (PPP)
- Performs, records and maintains quality control, quality assurance and patient information as required by the laboratory and accrediting agencies, e.g. CAP, AABB, TJC.
- Coordinates operation, maintenance, advanced troubleshooting and repair of laboratory equipment; assures maintenance of service records.
- Coordinates development, revision and updating of PPP and relevant documentation.
- Participates in and presents at laboratory meetings and continuing education programs.
- Coordinates section technical in-service programs.
- Financial:
- May be responsible for billing for services in compliance with regulations.
- May assist with operating budget in performing the following duties:
- Assists in preparation and monitoring of expense/revenue budgets.
- Coordinates product evaluation consistent with hospital materials management program.
- Initiates and facilitates preparation of new program or service proposals.
- Reconciles statistics and adheres to revenue management standards.
- Maintains productivity standards; organizes and coordinates staff variable in relation to volume, service and financial goals.
- Assures that research activities performed in the section are in compliance with hospital research PPP.
- Capital budget
- Coordinates preparation of major equipment purchase proposals, selection, and documents for equipment acquisition.
- Participates in facility changes and planning.
- Professional/personal development:
- Establishes and executes personal development objectives as part of annual objective setting process which complements current position.
- Identifies and pursues activities/development opportunities which are appropriate for position and personal development objectives, e.g., participation/leadership in relevant professional groups associations, continuing education as participant, presenter, and planner.
- Assesses and communicates staff development needs to manager.
- Leadership/problem solving:
- Adheres to Patients First Mission standards on leadership, communication and visibility.
- Coordinates critical situations involving patients, staff, and visitors and consults with manager or director for guidance as needed (e.g., complaints, discipline, the press, etc.).
- Facilitates effective interdepartmental communication of incidents with appropriate personnel (manager, director, medical staff; etc.).
- Promotes philosophy and objectives of the hospital, division and department.
- Identifies and communicates key issues and trends to the manager.
- Medical staff relations:
- Works with Medical Directors in implementing goals, objectives, budgets and new programs.
- Works with Medical Directors on resolution of technical and operational issues.
- Supports clinical quality management activities.