Supervisor, Point of Care Testing & OP Phlebotomy
Job Description Summary Under the general direction of the Director of Laboratory Services and in conjunction with the CLIA Lab Director, and Chief of Pathology, is responsible for supervising the operations of the Outpatient Phlebotomy services both on-site and off-site, the Outreach Phlebotomy services, and Point of Care Services conducted under the Laboratory’s CLIA licenses. Ensures adequate staffing, orders received are compliant, orders entered are accurate and complete, and specimens collected are correct and submitted for processing in a timely manner. Ensures phlebotomy service needs of internal and external clients are identified and plans are developed and implemented to meet them. May be required to perform phlebotomy and POCC duties as needed. POC supervisory duties will include but not limited to working with Nursing, Respiratory, Operating Room and other departments in need of POC services. Job Description ESSENTIAL FUNCTIONS 1 - Supervises all work performed within the sections of Outreach and Outpatient Phlebotomy and Point Of Care Services. This will include, but is not limited to, organizing workflow and prioritizing work as needed, responsibility for quality of all tests performed, organizing workflow and prioritizing work as needed. Ensures hired staff performs phlebotomy and POC duties/testing according to established procedures. Coordinates the Point of Care testing program for the laboratory. This includes, but is not limited to a - Assures that work is performed efficiently and consistently in compliance with established policies and procedures. b - Reviews daily work by observation and workload/management reports (e.g. pending, outstanding, unreceived specimens) to ensure adherence to prescribed procedures and methods. c - Redirects section resources (personnel, time, etc.) as needed to insure achievement of objectives within predetermined timetable. d - Evaluates existing methodologies in terms of accuracy, precision, ease, turn–around time, and cost effectiveness. e - Reviews and evaluates the application of new methodologies to existing processes. Recommends changes in procedures to the Director of Laboratory Services. f - Participates in the evaluation and selection of equipment, assays, methods and procedures needed for the section. g - Recommends new equipment and methods based on needs of the section/Laboratory/Hospital. 2 - Sets the standards for the quality of technical work. Establishes the goals and the policies of the department. Establishes reporting procedures and types of records to be maintained by the section personnel. a - Implements and reviews technical guidelines. b - Establishes all policies and procedures within the department. c - Updates and revises policy and procedure manuals per established guidelines. d - Reviews exiting procedures at least annually, or as need arise. e - Monitors and assures compliance with policies. In consultation with the CLIA and Admin Directors, takes appropriate remedial corrective action. f - Investigates operational issues and performs timely and thorough follow-up to achieve satisfactory resolution. g- Responsible for all CAP proficiency testing supplies, testing, and resulting, as well as follow-ups for any identified deficiencies. h. Rounds all POC locations and observes end users for proper techniques, and ensure proper safety. i- Gathers all quality metrics related to Phlebotomy, and POC. Coordinates with the Operations Manager, Safety Manager, and Executive Director to ensure quality metrics are observed, and measured to the standards of CLIA/CAP and other regulatory bodies. 3 - Ensures phlebotomy and POC services needs of internal and external clients are identified and plans are developed and implemented to meet them. a - Works closely with Patient Accounts, Patient Access, VNA, Nursing, Radiology, other clinical practice that has POC testing. and the Information Technology Departments to assure the accuracy of information received for patient billing, registration, and reporting activities. b - Works collaboratively with outside providers to resolve issues relating to ordering and specimens. c - Ensures outreach activities occur as expected to provide the level of service required by patients and their providers. d - Seeks opportunities to grow and enhance POC and outpatient phlebotomy and outreach services. Develops and implements plans for successful growth of both departments with the guidance of the Executive Director, and CLIA Director. 4 - Investigates operational issues and performs timely and thorough follow-up to achieve satisfactory resolution. a - Establishes work schedules and posts them 30 days in advance. b - Assigns tasks and evaluates performance of staff at least annually with recommendations for improvement. c - Processes requests for time off per established guidelines. d - Reviews and approves bi-weekly payroll for section staff. e - Maintains time and attendance records. In consultation with the Director takes appropriate remedial corrective action. 5 - Orients new employees and student interns, trains all employees when new procedures, equipment, or methods are established, and provides remedial training to staff, as needed. a - Interviews candidates and hires employees within budgeted FTE’s. b - Orients new employees and oversees competence training assessment. Training and orientation checklist is completed at time of training. c - Documents competency annually of all staff within the section d - Completes student evaluations on time. e - Acts as a resource to new employees. f - Develops programs for training of new personnel. Supports new employees (adequately explain responsibilities/tasks/functions, develops performance objectives, etc.) in order to enhance the individual’s chances of being successful in his/her new position. g - Develops continuing and in-service education programs for current employees to assure competency for job tasks and compliance with policies and procedures. h - Evaluates work performance of employees annually and submits as scheduled i - Counsels employees as appropriate following established progressive corrective action policy of the hospital. j- Collaborate with HR and Nursing leadership to ensure end-users of POC devices have adequate training, and education required for POC devices being used. 6 - Manages human resources to assure quality services and promote positive employee relations. a - Consistently and fairly implements human resources policies. b - Maintains effective and appropriate staffing by monitoring employee turnover, overtime and absenteeism. c - Completes employee performance appraisals thoroughly and on time. d - Adheres to human resources policies to implement progressive discipline, when necessary. e - Collaborates with human resources on the recruitment and selection of qualified employment candidates, following all policies, guidelines and applicable laws. f - Develops performance goals/objectives with each staff member to promote maximum productivity, proficiency and professional growth, as evidenced by written goals on performance appraisals. g - Is recognized as a positive role model. 7 - Assures department’s operational excellence by ensuring staff delivers quality services in accordance with applicable policies, procedures and professional standards. a - Manages all activities so that quality services are provided in an efficient and effective manner. Attains consistently high Press-Ganey scores. b - Ensures all services provided meet applicable regulatory requirements. c - Maintains an effective performance improvement program compliant with regulatory requirements as evidenced by reports. d - Directs department activities in a manner consistent with organization-wide programs and procedures. e - Successfully prepares for and achieves continuing accreditation through the CAP inspection process or other regulatory compliance bodies at federal or state levels. 8 - Is responsible for the fiscal management of section. Assures proper utilization of organization’s financial resources as part of fiscal management of the section a - Develops preliminary operating budget within designated deadlines according to all budgetary policies and procedures. Reviews with the Director of Laboratory Services. b - Effectively utilizes resources within established budget. Notifies Director of variances anticipated, or occurred, and works to correct variances within established Operating Budget, as evidenced by bi-weekly (salary) and monthly (supplies) variance reports. c - Recommends resource needs for the section to the Director. d - Adheres to procedures regarding acquisition of, and payment for, goods and services, as evidenced by appropriate and timely processing requisitions and invoices. e - Recommends capital expenditures to the Director and prepares comprehensive justifications for review. f - Oversees preventive maintenance programs to ensure equipment reliability and longevity. g - Recommends ways to reduce expenditures and/or enhance revenues without compromising quality of services and implements action plans to reduce operating costs. 9 – Choose POC devices appropriate for the service and patient population. Orders supplies and maintains sufficient inventory to efficiently operate the sections. a - Orders inventory and supplies per established schedule, within the constraints of the Operating Budget b - Sets up standing orders as needed. c – Coordinate with other departments to ensure POC supplies are adequate. d. Coordinates with Purchasing department to ensure contracts and other related materials are reviewed, vetted, and approved. 10 - Effectively communicates departmental, organization and industry information to staff. a - Effectively communicates departmental, organization and industry information to staff. b - Gathers, interprets, and delivers information to staff in a timely fashion. c - Assures staff understands information as evidenced by staff compliance with, and participation in, hospital programs, seminars, training and related activities. d - Communication with staff is effective, resolving conflicts which may hamper relations and productivity, as observed by Director. e - Uses hospital communications resources to inform internal and external audiences of departmental news/achievements/policies. 11 - Promotes effective working relations and works effectively as part of a department/unit team inter and intra departmentally to facilitate the department's/unit's ability to meet its goals and objectives. a - Participates with interdepartmental committees/Hospital–wide. b - Establishes a schedule for and participates in staff meetings as documented by written minutes. c - Supports the Hospital's mission, policies and procedures through attendance and participation at committee meetings, if applicable. d - Utilizes automated system to communicate inter and intra departmentally, as appropriate. e - Completes work assignments on time/readily accepts assignments as observed by Director. f - Reports to work on time and is at work as scheduled, as documented by payroll records. 12 - Demonstrates respect and regard for the dignity of all patients, families, visitors and fellow employees to ensure a professional, responsible and courteous environment. a - Interacts with all of the above in a considerate, helpful and courteous manner as observed by Director and peers. b - Fosters mature professional relationships with fellow employees in a courteous, friendly manner as measured by management observation and peer input. c - Maintains professional composure and confidence during stressful situations. d - Maintains open communication using appropriate chain of command regarding issues. e - Conducts all work activities with respect for rights and wishes of patients, visitors, families and fellow employees. f - Maintains confidentiality of all hospital and patient information at all times as observed by peers and management g - Presents neat appearance in proper attire and identification as required by the position, section, and South Shore Health & Educational Corporation policy h - Continuously displays a "can do" attitude within the section and across departmental lines to contribute to the overall customer service program in place at South Shore Health & Educational Corporation. 13 - Attends all required Safety Training programs, IT, Finance and other necessary training to ensure updated knowledge of new tools, software and projects of the organization and can describe his/her responsibilities related to general safety, section/service safety, specific job-related hazards, LIS, budget and other laboratory initiatives. a - All required safety education programs have been attended. b - Provides complete and accurate responses to questions related to safety, budget, IT, finance etc. c - Operates assigned equipment and performs all procedures in a safe manner as instructed. d - Maintains work area and equipment in condition required by section standards. e - Demonstrates proper body mechanics in all functions. f - Provides for the safety of section employees. 14 - Follows the Hospital Exposure Control Plans/Bloodborne and Airborne Pathogens. a - Demonstrates knowledge of techniques, procedures and correct use of protective barrier equipment. b - Assures a safe environment by instituting appropriate control measures. c - Completes annual education programs. 15. Other a - Maintains and updates technical and leadership knowledge and skills through reading and attending workshops and seminars. b - Collaborates with Supervisors, Managers, Directors and Pathologists in achieving departmental goals. Is an effective team member and consistently demonstrates behaviors consistent with a highly functioning team. Shares in the work of the Team, is outcome focused and follows through with responsibilities assigned to the Team. c - Reports deviations from policy and procedures, as appropriate, using the Hospital Incident reporting Database. Provides timely and thorough follow-up and corrective action to all assigned incidents. d - Performs work of equal skill and responsibility as directed. May also perform work of higher level in preparation for increased responsibility and may be requested to perform work of lesser responsibility, when work load of the department as required. Must be able to perform functions of departments covered (Phlebotomy and POC). e - Participates in special project work, as assigned by the Director of the Department. Performs other tasks as assigned by the Director or Chief of Pathology. f - Readily accepts assignments and completes work, as assigned, on time. g - Works collaboratively with the Information Systems Department (LIS Applications Specialist) to assure accurate and efficient utilization of Laboratory Information systems. h - Tests new LIS codes and interfaces with direction from LIS and IS team. i – Rotation of on-call duties for the laboratory, and as needed. j – Meets with Director for regular updates. k – Participates in all organizational meetings and departmental meetings such as All Leaders, Lab Leaders, and QM meetings. Must hold regular huddle with leadership team, and own team members. l – Understands that access to technology is required for the job. This includes but not limited to emails, and forms of paging system, and other forms of communications. n. Other duties as assigned, needed for the departments covered, and as part of the Laboratory Management Team. o. Must be available for CAP inspections and create a team to ensure all inspection materials are prepared and ready for inspections. JOB REQUIREMENTS Minimum Education - Required Bachelor’s Degree in Medical Laboratory Science Will consider Bachelor of Science in Biology with current MLS Certification Minimum Work Experience Minimum of combined five (5) years of full-time employment in clinical laboratory experience in Chemistry and Hematology required. Required Certification Current MLS - Medical Laboratory Scientist CLIA/ CAP Education Verification Required Required additional Knowledge and Abilities Minimum of three (3) years of progressive leadership roles desired. Must be knowledgeable and experienced in laboratory regulatory and accreditation standards compliance, quality control, and quality assurance. Skilled at managing multiple priorities. Must possess well-developed organizational and interpersonal and communication skills. Able to successfully teach theory and practice of point –of-care testing applications, software such as middleware of analyzers and any laboratory information systems.
