Department Overview

The major duties of the Specimen Processing Specialist 1 consists of receiving, identifying, assigning accession numbers, sorting, preparation, internal laboratory distribution of surgical pathology and cytology samples, slides and materials. The secondary role of this position is to provide technical support for laboratory technical staff, residents, pathology assistants, pathologists and other specimen processors. This position will also answer telephone calls concerning lab results, specimen requirements, procedures, time required for tests, and preparation of specimens for other lab sections and outside labs for analysis. The person filling this position will be of professional demeanor and perform their duties with an attitude which will best serve the clients of the department, OHSU, and outside the organization. This is the first of a two-level series.

Function/Duties of Position

Perform accessioning/data entry for specimens received for pathology diagnosis.

• Receives samples for testing.
• Checks accuracy of specimens requisitions and labels triaging as appropriate; logging them as per policy, documenting specimens sent elsewhere.
• Contacts referring location for missing or illegible information and clarify orders; follows up to insure resolution including documentation, obtaining signature of person responsible for corrective action and submission of Patient Safety Intelligence . Follow up on specimens that appear to be missing.
• Performs computer entry as per department procedure, creating or sending the correct account and visit numbers, selecting appropriate specimen type and entering complete and accurate detail.
• Creates billing accounts in HMS for specimens received from outside OHSU.
• Accurately labels request forms, specimen containers, and slides.
• Insures that all specimens received are accessioned and triaged in a timely manner.
• Seeks approval and communicates to appropriate team members for same day and weekend/holiday RUSH processing.
• Notifies appropriate personnel when priority specimens are received including frozen sections and requests for RUSH processing.
• Recognizes unusual, questionable, or lost specimens, and seeks assistance from Pathologist's Assistants/house staff/faculty/manager/ordering provider following to resolution.
• Communicates clearly promoting excellent customer service and teamwork.
• Communicates effectively with all customers including physicians, nurses, fellow employees, outside clients and patients.
• Maintains a professional demeanor at all times, even under stress.

Specimen, slide, block preparation and management

• Maintains orderly progression of specimens to the gross room.
• Maintains orderly specimen storage cabinets.
• Preserves samples/hardware and coordinates requests to return to patients, research coordinators and legal firms.
• Retrieves and transports cassettes from the grossing area, placing them in numerical order and loading them into the tissue processor providing photo documentation for quality control.
• Insures that tissue processors are setup, loaded and/or started at end of shift.
• Maintains communication with the gross room personnel regarding fixation, hold over specimens and provides work list updates.
• Coordinates requests for special disposition with Decedent Affairs Coordinator.
• Prepares, stains and coverslips cytology and surgical samples.
• Labels slides with computer generated labels as needed.
• Reconciles slides with worklists and distributes following lab protocols.
• Retrieves blocks and coordinates with work list for tests ordered in LIS.
• Retrieves blocks for cutting of control slides to maintain supply of controls ready for use.
• Assists in the organization and filing of slides, blocks, and reports on site, in remote locations (Richard Jones Hall and Iron Mt.),and archiving preparation.
• Pull slides and reports for weekly conferences.
• Prepare materials for send out and research requests.
• Store and/or return consult slides.
• Discards tissue following standard procedure maintaining adequate free storage space to ensure new specimens can be stored; includes fixed and frozen specimens.

Supply and Equipment Management

• Maintains inventory of supplies for all Surgical Pathology sections.
• Follows established procedure for ordering, receiving supplies and documentation of supply orders.
• Prepares formalin, bulk reagents and other solutions/reagents as needed.
• Monitors temperature-dependent equipment, investigating equipment that does not meet required temperature standards and notifying the lead worker.
• Assists in equipment inventory recording and documentation.
• Operates and performs daily maintenance on multiple instruments and equipment.
• Prepares, labels and packages EM and IF fixative for send out.
• Operates recycling equipment, performs quality control and prepares reagents for reuse or disposal.
• Maintains cleanliness of frozen section stations and daily change of staining solutions

Telephone & Visitors

• Provides a pleasant and professional telephone manner as frontline representative of the laboratory.
• Promptly answers OR calls requesting frozen section/OR consults, identifying and communicating with appropriate personnel regarding pending receipt of samples.
• Assists providers in reaching house staff/faculty on case inquiries.
• Provides information and guidance to hospital staff/visitors who bring specimens or come to the department seeking information or directions.
• Assists callers and visitors, answering questions, referring to other sections as appropriate, seeking information from other sections as needed to assist caller.
• Follows up on all questions and problems within the same working day, effectively communicating status when hand off is required.

Other duties

• Provides training for new employees.
• Prioritizes work according to established procedures.
• Provide backup coverage and assistance for others.
• Assists in monitoring for Quality Improvement, including the completion of PSI reports, investigating system variances, keeping audits, and suggesting system improvements.
• Attends staff meetings, provide input, and fully participates in planning and feedback in work group.
• Follows all safety procedures when carrying out duties.
• Performs duties as assigned by Lead Worker and Manager for special studies and projects.
• Carries out job responsibilities in an ethical, effective, and professional manner.
• Reports potential compliance problems using the reporting processes as outlined in the Code of Conduct.
• Models ethical and appropriate behavior, professional standards, compliance, and personal integrity.
• Understands and complies with the Code of Conduct, OHSU and departmental policies, procedures, competencies and other applicable procedures, rules and regulations.

Required Qualifications

• High school diploma and at least two years of college lab science courses, plus one year of college math or computer courses.
  • OR High school diploma and successful completion of a Lab Assistant Training program including clinical lab experience.
• Training or experience demonstrating:
  • knowledge of basic laboratory techniques;
  • knowledge of laboratory terminology, equipment, and materials;
  • knowledge of basic math;
  • ability to follow formulas accurately;
  • ability to handle, package, and store laboratory specimens andmaterials;
  • ability to operate and maintain standard laboratory equipment;
  • ability to learn routine testing methods, procedures, and techniques;
  • ability to keep accurate records in conformance withlaboratory procedures;
  • ability to follow written and verbal procedures (instructions).
• Compliance with Code of Conduct, Respect in the workplace and Applicable policies, procedures and agreements related to position, department or OHSU as a whole

• Must be able to perform the essential functions of this position with or without accommodation.

Preferred Qualifications

• Experience in a clinical or pathology laboratory setting, including specimen handling, HIS and LIS data entry, billing, telephones, other data entry.

Additional Details

• Positions in the laboratory and environs may require working flexible schedules including nights weekends and holidays; working at multiple laboratory or hospital sites; traveling between laboratories and sites by stairs, elevator, tram, shuttle or other means; exposure to blood and body fluids, chemical hazards, radiation; working in a somewhat noisy and crowded environment; wearing gloves and other Personal Protective Equipment for long periods of time; experiencing temperature fluctuations in the building.
• Positions in laboratory departments require the ability to carry and lift up to 30 lbs.; ability to stand or sit for 4-8 hours depending on the tasks assigned; ability to bend, reach, and carry as required for assigned tasks; ability to utilize simple and complicated laboratory equipment and computers; ability to utilize multi-line phones, pagers and office equipment.

All are welcome