Clinical And Surveillance Coordinator

Job Description

POSITION OBJECTIVE

Working independently, the coordinator will perform clerical tasks to support the National Prion Disease Pathology Surveillance Center (NPDPSC) in a diverse set of activities including clinical data entry, surveillance, research, and education. The Clinical and Surveillance coordinator will provide direct clerical and organizational support to the CLIA Lab Director, Autopsy Manager, Database Manager and the surveillance and clinical administrative team. This position will request patient clinical history records and maintain the tissue database as well as patient records. This position requires a highly organized individual capable of working independently and establishing priorities. Administrative and clinical matters include sensitive information, which require strict confidentiality. This position is often the original and/or the only contact made with the Center and therefore represents the Center and the University as a whole.

ESSENTIAL FUNCTIONS

• Provide administrative support to the NPDPSC surveillance, research, and diagnostic. Oversee general operations of clerical and office procedures. Has overall responsibility to help with the smooth functioning of the Center by triaging phone calls and addressing questions and concerns by patients and/or healthcare professionals. (20%)
• Coordinate and assists in Autopsy Program support by working with the CJD Foundation to exchange information regarding patients, follow-up with the Autopsy Coordination team to provide background information on patients. May provide support with after-hours autopsy calls. (15%)
• Serve as a frontline communicator on behalf of the diagnostic laboratory in a positive, courteous manner. Acts as a liaison between internal and external customers by providing information regarding test requirements, turnaround times for testing, MRI or clinical reports, specimen conditions including shipping, transport, or patient preparation procedures. Follows up on complaints from family members, physicians, laboratories, faculty, staff, and/or administrative leaders and escalates to the direct supervisors as appropriate. (15%)
• Support the Data Manager by entering research and clinical information into Lab Matrix, including patient demographics or physician contact details. Retrieves clinical, autopsy or MRI reports from the repository and responds to all sensitive and confidential requests of information in accordance with HIPAA regulations. (10%)
• Assist Autopsy team with obtaining Death Certificates and following up on positive clinical results by distributing Autopsy information to medical institutions for the CDC. (10%)
• Participate in the operational activities of the center and interact with all levels of the administrative staff. Coordinate workflow within the NPDPSC and has overall responsibility to help with the smooth functioning of the department. (10%)

NONESSENTIAL FUNCTIONS

• Ensure that all patients' records are scanned and filed in a timely manner. (5%)
• May assist in training and directing new clerical staff, including temporary employees and students. May be responsible for maintaining inventory of supplies, reordering and distributing. (5%)
• Pick up and deliver mail or other correspondence. (5%)
• Perform copying duties. (5%)
• Perform other duties as assigned. (<1%)

CONTACTS

Department: Frequent contact with departmental staff, student employees, graduate student research assistants, and other support personnel, in addition to faculty and postdoctoral fellows to correct errors, establish smooth workflow and provide information.

University: Occasional contact with faculty and staff in the School of Medicine, University Hospital Department of Medicine, internal candidates for research and support positions, and numerous support and service departments as needed to provide information.

External: Frequent contact with physicians, medical institutions, Departments of Health, National autopsy contractors, CJD Foundation and patient family or caregivers to gather information and coordinate processes, as well as answering questions related to the NPDPSC and clinical test or surveillance results.

Students: Moderate contact with students to exchange information and assign tasks.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff or student employees.

QUALIFICATIONS

Education/Experience: High school education and 4 to 5 years of experience OR Bachelor's degree and 6 months to 1 year of experience.

REQUIRED SKILLS

• Ability to handle emergencies, exercise tact, and independent judgment in difficult and important transactions concerning personnel matters.

• Excellent written and communication skills.

• Must be well organized and capable of setting priorities while maintaining consistent attention to accuracy and quality.

• Ability to work under pressure, multi-task, and is a team player.

• Ability to actively learn-understanding the implications of new information for both current and future problem-solving and decision-making.

• Proficient knowledge of medical terminology.

• Punctuality and good attendance is required.

• Ability to operate standard office equipment in order to maintain files and produce documents.

• Excellent computer skills (Proficient in Microsoft Office, especially Access, Excel and Word).

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. This position is approved for hybrid work schedule

Hybrid Eligibility

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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