E00461 – Registration Supervisor

Position Overview:

Functions/acts as a supervisor in the Registration department to manage the team leads’ workflow in one or more of the following areas: technical services, accessioning, specimen management and referrals, data entry, results transmissions, customer services, quality assurance, and administration. Resolves the escalation of any customer inquiries/problems. Troubleshoots and assists department employees/team leads in resolving departmental issues, while keeping the director of operations informed.
Supervises registration trainers and available to assist with training if the need arises. Performs administrative duties as assigned by the director of operations. Knowledge of office equipment and computer experience required. Comprehensive knowledge of Registration, Kit Building, Shipping/Receiving, Medical Records and all other Operations procedures.

Specific Responsibilities:

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Responsible for the daily supervision of the registration team leads and registration associates.
• Accession and process specimen tubes and other samples received for in-house testing and reference laboratories.
• Sorting of specimens, bar-coding and checking documentation.
• Data entry of requisitions into the computer system in a timely manner.
• Validate all information for specimens, patient demographics, and billing information.
• Report any inconsistencies in accessioning, data entry, specimen identification and sample type to supervisor.
• Data entry of specimens going to reference laboratories
• Validate any data entered in the computer by comparing with data on the requisition forms.
• Displays a positive and professional attitude, demonstrates dependability, contributes in a team environment and possess an impeccable work ethic.
• Ensures receipt, registration and accessioning of all specimens that come into the laboratory.
• Assist in registration, accessioning and missing information of all specimens received
• Ability to read, interpret and follow instructions on documents such as; SOP’s, safety rules, operating and maintenance instructions, and procedure manuals.
• Active participant in the implementation of departmental programs designed to improve performance.
• Assists Manager in the training and coaching of new and existing team members to maximize performance.
• Gathers missing information as required by the laboratory.
• Offers recommendations to management for improvement with products, packaging, shipping methods, service, billing methods and procedures.
• Communicates complaints concerning service failures to designated department manager(s) for investigation and follows through on specific incidents if applicable.
• Superior interpersonal communication skills: tactful, mature, flexible and professional
• Excellent verbal and written communication skills to provide exceptional service to clients, sales representatives and interdepartmental staff members.
• Demonstrates resourceful, organized and efficient work habits
• Examines pertinent information to determine accuracy of customer requests and related paperwork.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Understands, supports, and complies with all company policies, processes and procedures.
• Assumes other duties as assigned by management.
• Understands and observes all confidentiality and HIPAA provisions
• Responsible for all equipment in assigned areas of work.
• Other duties as assigned.

• Must always obey all safety rules and regulations at all times.

 

Education and Experience:

The requirements listed below are representatives of knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education: High School Diploma or equivalent; Associate degree (AA) or equivalent from two-year
college or technical school in a customer services position preferred.

Experience From one (1) to three (3) years’ experience gained through laboratory/healthcare field.

Competencies:

 

Customer Service: Demonstrates concern for meeting internal and external customers’ needs in a manner that provides satisfaction for the customer within the resources that can be made available.

Conflict Resolution: Profound ability to define and identify conflicts, causes, and methods for handling conflict and resolution.

Leadership: Able to lead the team in the most effective way by recognizing where the strengths are, where improvement is needed, and how to properly use the skillsets of each team member.

Project Management: Coordinates the diverse components of the project by balancing scope, time, cost, and quality.

Time and Priority Management: Balances a heavy workload and time constraints while managing and delegating other employees and projects.

Communication: Supervises with developed communications skills and able to use listening techniques and nonverbal strategies to improve conversations.

Critical Thinking: Develops a step-by-step process from targeting a problem to developing a solution.

Reporting: Creates accurate and punctual reports, delivers presentations, shares information and ideas with others

 

Work Environment: The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Climate controlled office environment. May require visits to the laboratory, mailroom, shipping and receiving to obtain information.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Job duties will be performed in a sitting position, corresponding on the telephone as a backup for consultation calls, performing data entry tasks, solving day to day issues that may arise and backing up the Operations Manager. There will be times when the need will be to go to other departments for meetings and to obtain information. Occasional light lifting and packaging kits and other items and/or supplies for shipment may be required.

Travel: None.