Medical Support Services Coordinator

Title: Medical Support Services Coordinator

State Role Title: Health Care Technologist I

Hiring Range: Commensurate with experience

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Catawba Hospital

Agency Website: https://dbhds.virginia.gov/facilities/catawba/

Recruitment Type:

Job Duties

Collects Samples from Patients
• Performs Venipuncture, and collects other samples from patients for transport to an outside contract laboratory as evidenced by completed lab requests.
• Documents and processes test results to ensure they are properly reported to the licensed independent practitioner (LIP) and distributed for appropriate filing in the medical record as evidenced by lack of negative feedback from physicians and review of Medical Support Services files by Supervisor.

Coordinates requests for Radiology Exams, EKG and Lab tests to be performed on-site.

• Receives requests for radiographic examinations as requested by LIP to be performed on-site.
• Schedules on-site contractor services.
• Ensures reports are received and communicated to ordering LIP. A copy is filed in Medical Support Services.
• Performs routine EKG’s within 5 business days of the date ordered to ensure reports are available to the ordering LIP in a timely manner.

Maintains Database and Files

• Ensures files are properly maintained and purged as necessary as evidenced by supervisor review of current files.
• Maintains computer database with daily updating as evidenced by Supervisor review of files and availability of requisitions
• Provides a quarterly report to Supervisor on trends or shifts in test ordering patterns as evidenced by reference laboratory bill examination. Reports are due to Supervisor by the 10th of the month following the end of each quarter (for example, the April – June report is due July 10th).
• Enters patient information by the end of the shift (by 3:30 p.m.) in order to print Lab slip for the next day. Notify supervisor if this has not been completed.

Administrative Duties

Processes lab and radiology requests/tickets in a timely manner, maintains log books for recording requests, phlebotomies, and tests sent to reference laboratory as evidenced by review of files for completeness by supervisor.
• Receives and reviews reports: following receipt of test with critical values/results, notifies the LIP in < 1 hour. Compliance is evidenced by LIP review, feedback from Supervisor regarding critical results documentation.
• Maintains departmental files in an organized, efficient and timely manner.
• Handles routine and special projects as assigned by the Supervisor in a timely and efficient manner as evidenced by completion of projects.
• Serves as Contract Administrator for the laboratory and radiology contract as evidenced by completion of quarterly Contractor Evaluations and completion of Vendor Complaints as necessary.
• Ensures credentials for radiology and lab technicians are up to date to meet Joint Commission and CMS standards. Checks credentials on a monthly basis by the last day of each month for those items expiring the next month.
• Accompanies radiology technician to the units and verifies 2 forms of identification prior to performing the test.
• Submits routine and special (ad hoc) reports according to established time frames and deadlines. Critical Values report should be completed on the 10th
working day of each month for the previous month.
• Checks supplies by the end of each week and places orders as necessary to ensure an adequate stock of supplies is available at all times; ensures supplies are put away upon receipt.
• Ensures timely and efficient scheduling of lab procedures, x-ray procedures, EKG procedures prior to 3:30 pm on a daily basis. Notify supervisor if this has not been completed.
• Submits all EKG, lab and x-ray data for AVATAR entry to the Fiscal Department on a weekly basis. The data for the last week of each month must be submitted to the Fiscal Department by the 5th business day of the next month. The appropriate CPT codes must be clearly identified on the supporting documentation before entry can be made into AVATAR.
• Reviews informational articles by the next working day and forwards them to the next individual on the distribution list.
• Up dates the file with patient pictures for identification on a daily basis.

Minimum Qualifications

Successful applicant must have a high school diploma or equivalent. Minimum of one year experience in a medical setting or physician’s office performing similar functions. Specialized training in Laboratory, X-ray and EKG. Must be organized and have good computer skills. Excellent teamwork, service approach and communication skills are desirable.

Additional Considerations

This position will also perform EKGs to be interpreted by staff physicians.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 540-375-4200 for assistance. Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TTY)

Contact Information

Name: Austin Grasty

Phone: 540-375-4368

Email: austin.grasty@dbhds.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.