Office Assistant 3 - Case Management

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Overview

The Office Assistant 3 reports directly to the Supervisor of Case Management and provides advanced administrative and operational support within a high-volume surgical pathology environment. This position is responsible for the accurate receipt, accessioning, and tracking of specimens, tissue blocks, slides, and related materials, ensuring proper documentation, traceability, and regulatory compliance. The role supports case resolution, additional material requests, and pre-review of cases, facilitates communication between pathology teams and submitting institutions, and provides cross-coverage in other departmental areas as operational needs require. The position requires attention to detail, knowledge of regulatory standards, and the ability to maintain confidentiality and quality standards in a fast-paced, high-capacity laboratory.

The hours for this position are 9a-5p.

Additional Responsibilities:

• Perform high-volume case intake and accessioning of all surgical pathology specimens in accordance with CAP and CLIA standards, ensuring accuracy, specimen integrity, and chain-of-custody documentation.

• Review all submitted specimens, requisitions, and reports to verify completeness and confirm two patient identifiers prior to accessioning.

• Accurately enter and verify patient demographics, ordering physician information, collection location, and specimen data in the laboratory information system, maintaining audit trail integrity and case traceability.

• Conduct preliminary case review and quality check prior to pathologist submission, ensuring completeness of documentation and materials.

• Prepare specimens, blocks, and slides for routing to appropriate laboratory sections or pathologists for diagnostic evaluation, following specimen tracking and chain-of-custody protocols.

• Accession and manage slides, blocks, and consultation materials, maintaining slide/block inventory management systems per retention policies.

• Coordinate outreach to internal departments and external submitting institutions to obtain required materials, documentation, or additional specimens. Request additional materials for faculty, fellows, and residents to support diagnostic and consultative activities.

• Identify and track discrepancies, labeling issues, or incomplete documentation; initiate corrective actions per laboratory quality management procedures.

• Troubleshoot accessioning, labeling, specimen identification, and documentation issues in a timely manner, maintaining communication with laboratory and clinical personnel.

• Provide cross-functional operational support, including back-up coverage for clinical reception, slide room assistance, and handling incoming inquiries. Support staff within Case Management and Slide File Room to maintain efficient workflow and high-quality service.

• Provide cross-coverage and operational support in other laboratory areas as operational needs require, with appropriate training.

• Perform additional administrative and operational duties incidental to departmental activities to ensure smooth workflow, regulatory compliance, and service excellence.

• Support laboratory quality assurance and quality improvement initiatives in accordance with CAP and CLIA standards.

• Maintain compliance with policies related to specimen identification, accessioning accuracy, documentation, tracking, and retention.

• Assist in inspection readiness by adhering to established SOPs, documentation practices, and regulatory guidelines required for accreditation and audits. Ensure strict compliance with HIPAA and institutional privacy/confidentiality policies.

• Provide cross-coverage and support in other laboratory areas as operational needs require, with appropriate training provided.

Required Skills and Abilities

1. Demonstrated knowledge of human anatomy, pathology, and medical terminology, with ability to accurately interpret clinical documentation and specimen-related information.

2. Demonstrated experience in a clinical laboratory, pathology department, or healthcare environment, including specimen accessioning workflows, case management processes, and laboratory operations.

3. Experience supporting high-volume specimen intake, accessioning, slide/block management, and consultation case workflows.

4. Ability to maintain confidentiality and handle protected patient information in accordance with institutional policies and HIPAA.

5. Exceptional attention to detail and organizational skills, with ability to identify discrepancies and take corrective or escalatory action; proficiency in computer systems and office software with accurate data entry and electronic documentation; strong written and verbal communication skills to interact professionally with clinical and external partners; and ability to work effectively in a fast-paced, high-volume laboratory while prioritizing tasks and maintaining accuracy and turnaround times.

Preferred Skills and Abilities

1. Knowledge of laboratory regulatory and accreditation requirements, including standards established by CAP and CLIA, with ability to follow policies for inspection readiness and compliance.

2. Proficiency with laboratory information systems (e.g., CoPath, Epic, Workday, or comparable LIS/EMR platforms), including accurate data entry, case tracking, and documentation.

3. Experience in an academic medical center or reference laboratory environment, supporting faculty, fellows, and resident diagnostic activities.

4. Familiarity with multiple electronic medical record or laboratory systems beyond the primary LIS, facilitating cross-departmental workflow support.

Principal Responsibilities

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

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Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.