Lab Outreach Draw Station Coordinator

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day. Under the general supervision of the Lab Blood Draw Station Supervisor within Laboratory Medicine, performs phlebotomy for patients seen at draw station locations.

Also performs various office duties as necessary to support the draw station operations. Consistently interacts with patients and clients in a positive manner EEO/AA/Disability/Veteran Responsibilities 1. Ensures all required information is obtained from referring physicians and providers in clinical areas and provided to the third party payers to ensure reimbursement for services delivered within the outpatient lab blood draw setting 2.

Accurately reviews insurance information with patients to ensure all of the information is recorded in the EMR 3. Using hospital wide standards, creates MR numbers for new patients in the YNHH EMR and creates a complete registration 4. Updates established patient records in the YNHH HIS and creates HAR and CSN components for Laboratory Medicine date of service as needed 5.

As needed, produces Laboratory Medicine ABN's, provides financial consultation regarding these forms to patients, obtains patient signature, and scans signed form into YNHH HIS 6. Clearly identifies and communicates instructions, dates, times and locations of Lab Blood Draw with each patient 7. Communicates any issues or questions to the patient regarding insurance and resolves as necessary 8.

Enters appropriate comments and notes on the orders in the EMR identifying the resolution of issues 9. Ensures all ABNs, pre-authorizations and pre-certifications are received prior to specimen collection 10. Informs patients of their financial responsibility as it relates to billing requirements and non-covered balances.

Makes all attempts to obtain information at the time of service. When applicable, explains the hospitals self-pay policy and determines the need to initiate financial document for reimbursement 11. Communicates with Coordinators regarding any issues or questions regarding authorizations for lab testing.

Provides patient information as needed in order for approvals to be obtained 12. Adheres to state and federal guidelines as it pertains to HIPAA and JCAHO requirements and all federal mandates 13. Verifies the accuracy of laboratory tests ordered and has knowledge to answer collection inquiries from patients 14.

Gathers test order requisitions from patients or physicians/providers, when necessary, and transcribes them accurately 15. Confirms test orders using chart notes and specimen comments prior to collection 16. Reviews requisitions for completeness of information to include diagnosis information, physician signature and any special specimen instructions.

If incomplete, follows through with a contact to physician office(s) for correct information prior to the blood draw 17. Coordinates the time of specimen collection with stability requirements and the logistics of specimen transport to the appropriate testing facility. Works closely with Lab Reference Department to ensure proper specimen transport conditions requiring ice or dry ice. 18.

Maintains paperwork and documentation regarding test orders. Properly filing and tracking orders in the event of a regulatory audit. Adds comments to test orders when patients refuse testing or if the specimen collection cannot be performed during the patients visit 19.

Manages the preadmission laboratory testing process by reviewing tests ordered and ensuring the collection date is within the proper limits as determined by the pre-op physicians 20. Adds the proper physician/provider and patients to the test order if they request that the final results be sent to them 21. Ensures all tests are collected prior to surgery.

Coordinates with physician and patient if test results will not be completed prior to the scheduled procedure or surgery 22. Responsible for collecting laboratory samples and performing electrocardiograms on patients in a safe and efficient manner, following department standards to support quality patient care 23. Maintains annual updates to technical competency on venipuncture technique, performing EKGs, and nasal swab collections as observed by coordinator 24.

Follows established specimen handling guidelines and precautions as described in the Laboratory Policy and Procedures Manual without deviation from these established guidelines 25. Annually reviews the Laboratory Policy and Procedure Manual and completes the associated competencies 26. Verifies patient identity and performs positive patient identification accurately and without error to ensure the safety of patients and the accuracy of the lab test results 27.

Responsible for labeling all specimens legibly and accurately without error at time of draw, with all pertinent information as required by hospital and departmental standards 28. Attends continuing education lectures and staff meetings relating to compliance as required. Maintains proficiency in specimen collection and seeks assistance when unable to perform a specimen collection or EKG within the established limits set by the Lab Outreach Department 29.

Properly collects specimen in the appropriate vacutainers to ensure the testing can be performed. Understands the order of draw and recognizes the importance of collecting samples in the correct order 30. Performs venipuncture for blood cultures using an aseptic technique to minimize the contamination of blood culture bottles which may lead to the unnecessary use of antibiotics 31.

Accurately explains urine and stool sample collection to patients and emphasizes the importance that proper collection plays in the accuracy of lab test results 32. Follows universal precaution standards for each venipuncture, EKG or nasal swab collection 100% of the time 33. Properly disinfects and maintains the draw room area for specimen collections, patient waiting area and staff lounges to ensure a clean and safe environment as per established CLIA, CMS, CAP, JCAHO, and CDC regulations 34.

Recognizes the signs and symptoms associated with an adverse reaction to a venipuncture and follows the proper protocols to maintain patient safety. Documents the adverse reaction and submits documentation for review of the incident by supervisory staff 35. Responsible for the processing of collected specimen and drop-off specimen by patients or other healthcare workers.

Packages specimen appropriately for transport to testing laboratory 36. Once specimen are obtained, they are properly centrifuged at the correct speed and for the appropriate duration depending on the vacutainer used for collection 37. Performs weekly maintenance and cleaning of centrifuge as outlined in centrifuge maintenance procedure.

Updates maintenance log as required 38. Temperature of the refrigerators, freezers and room are documented daily and with accuracy. Any deviation from the established temperature reference ranges are corrected.

Documentation of the resolution and adjustments are documented and signed 39. If issues arise repeatedly, and troubleshooting does not resolve the issue, the coordinator is to be notified immediately to ensure the integrity of the collected samples 40. Specimen and separated and placed on the appropriate packing list based on their temperature requirements, performing laboratory and stability.

Each specimen is scanned onto the packing list individually with a barcode scanner ensuring that all specimen are accounted for and are tracked in the EMR 41. When specimen are unaccounted for, the blood draw room and surrounding areas are examined to ensure that they were sent via courier 42. Specimen are placed in the locked specimen pick-up boxes at times when Blood Draw Stations are closed and couriers cannot enter the facilities for pick-up 43.

Responsible for assuring specimen integrity from the point of obtaining the specimen at the Blood Draw Station through courier pick up 44. Courier pick-up times are recognized and the specimen are prepared in advance of the courier?s arrival ensuring swift transport to the destination performing laboratory 45. If couriers fail to arrive at the predetermined time, phlebotomists follow-up with courier to guarantee specimen are picked up immediately.

Issues with couriers are communicated to coordinators 46. Responsible for the inventory and supplies necessary for specimen collection and overall operation of the Lab Blood Draw Station. In collaboration with coordinator and Outreach Senior Manager, provides support in department for regulatory inspections and QA 47.

Independently assess the Blood Draw Station for regulatory compliance and submits Sentact audits weekly 48. Ensures that the Blood Draw Station is compliant and ready for regulatory inspections at all times and notifies coordinators if inspectors arrives on-site 49. Participates in unannounced regulatory inspection by CAP, CT DPH JCAHO or any other regulatory agency.

Answers regulatory questions accurately and to the best of their knowledge 50. Reviews lab orders, history and physicals, cardiology tests, etc. and alerts clinical staff of any inconsistencies 51. Identifies and offers ways to reconcile when bottlenecks occur within the systems or processes 52.

Maintains statistical information and prepares reports as requested 53. Orders enough supplies for a week without excess leading to expired supplies or shortage resulting in an emergency delivery of supplies 54. Assess supplies weekly and discards expired or outdated inventory including collection materials, PPE, and disinfecting materials.

Removes recalled materials and inspects collection devices for integrity before using on patients 55. Assists in on boarding of new employees and training of existing employees 56. Trains new employees to use the appropriate EMR and other software.

Also explains policies and procedures to new employees and answers any questions they may have 57. Advises on the schedule of training for new employees as appropriate. Conducts programs of in-service training in preparation for meeting phlebotomy certification requirements 58.

Participates in the training of employees 59. Communicates training procedures in a positive and effective manner to new employees 60. Ensures employees maintains proficiency in specimen collection and reeducates them when unable to perform a venipuncture within the established limits set by the Lab Outreach Department 61.

Accurately explains urine and stool sample collection to employees and emphasizes the importance that proper collection plays in the accuracy of lab test results 62. Instructs employees on universal precaution standards for each venipuncture, EKG and nasal swab collections 63. Utilizes all applicable computer systems such as but not limited to Epic, and McKesson Inventory, to accomplish tasks and appropriate specimen collections.

Manages changes in process in order to service our patients and clinicians and always maintains high productivity standards 64. Maintains a strong working knowledge of the Epic system with the ability to order and collect complex and time sensitive lab tests 65. Ability to multitask and toggle between systems and resources as necessary to determine status of ABNs, pre-authorizations, collect specimen, process specimen and answer/resolve problems for patients, providers and insurers 66.

Identifies discrepancies within the systems and reconciles if appropriate and/ or reports to the defined IT resources or escalates appropriately 67. Works collaboratively with the Management team to correct any variances that occur within the system to ensure correct data has been captured 68. Ability to operationalize downtime procedures as required 69.

Provides service excellence as outlined in the Health System Standards of Professional Behavior 70. Ensures smooth functioning of all processes in order to guarantee a positive patient experience by acknowledging and receiving patients and visitors to the department following the YNHHS Standards of Professional Behavior 71. Is prompt, courteous and accurate in advising clinical staff of the patient?s arrival working closely to ensure timely patient throughput.

Notifies team of experienced delays and keeps patients informed when delays occur 72. Answers telephone by responding no later by the third ring, demonstrating appropriate telephone etiquette guidelines 73. Recognizes when Service Excellence has been compromised and appropriately initiates the Service Recovery Process 74.

Follows Department Uniform Policy and Dress code Guidelines related to professional, business attire at all times 75. Utilizes effective communication skills when coordinating work efforts, training, and proposing work flow adjustments and processes 76. As needed, reviews and updates all training materials and provides training to other staff members 77.

Proactively addresses work flow issues in the area to avoid problems or to meet deadlines 78. Demonstrates exceptional problem solving ability and is capable of handling difficult situations without seeking assistance from manager. Independently addresses complex situations requiring assessment or analysis to identify possible solutions 79.

Anticipates possible problems that may arise when making decisions and acts promptly and carefully in a manner appropriate to the situation 80. Ability to assist and act as a resource to other team members with troubleshooting on complex problems and often resolving prior to bringing it to the attention of the Supervisor 81. Independently works on special projects as assigned in the area to address issues and meets goals of the department 82.

Participates in ongoing quality improvement efforts of the department, utilizing good problem solving skills and resourcefulness to address and resolve problems Qualifications EDUCATION High school diploma or GED required. Associate degree preferred. Completion of an approved Phlebotomy certification course or equivalent experience with on the job training EXPERIENCE A minimum of one (1) year of current phlebotomy experience OR successful completion of an YNHHS Laboratory Medicine Phlebotomy Internship.

Two (2) to three (3) years' work experience in a customer service environment preferably in hospital /physician office with patient interaction LICENSURE Phlebotomy Certification or equivalent SPECIAL SKILLS Self-directed, well organized and exhibiting team oriented skills with the ability and desire to educate and convey instructions to patients and their families. Must be able to multitask and reprioritize in response to fluctuations in volume.

Strong interpersonal skills and ability to build rapport with a wide variety of individuals including clinical staff in order to meet the patient's needs. Basic understanding of phlebotomy and medical terminology. Excellent investigative, critical thinking and problem solving skills.

Intermediate computer skills and the ability to adapt to various programs/systems. Demonstrated proficiency in understanding phlebotomy and patient registration that affect workflow. Must be able to provide training or in-service to other staff, students and other areas within the department and Hospital.

Consistently demonstrates effective written and oral communication skills in coordination with the Standards of Professional Behavior with the ability to communicate complex requirements across clinical and financial disciplines. YNHHS Requisition ID 188572