Job Description

To receive, label, and process specimens received for analysis in the Clinical Laboratories, to input patient data into the computer, answer telephone inquiries regarding test information and results, and accession (enter) specimens. Must be able to perform all tasks well without supervision in an efficient and accurate manner to ensure good patient care.

RESPONSIBILITIES

Within the 6-month probationary period, or within the first 6 months of talking this position if a probationary period does not apply, an employee must be able to routinely perform the following tasks at the level of the applicable standards. Attaining this level of performance will require instruction from Supervisors and/or person(s) designated by the Supervisor as well as capability and initiative on the part of the employee. In addition, the employee must adhere to all University and departmental policies.

Task A: Receiving

1. Greet individuals bringing specimens to the lab.
2. Input patient data into the computer systems. I.e. Misys Apex.
3. Process work in the following order:
4. STATs
5. Process Immediately
6. Routine Racks
7. Urine and Body Fluids
8. Research/Budget
9. Receive and sort STAT, pre-op, or routine specimens coming to the Clinical Laboratories, whether from sources within UCSF or referred from external physicians or institutions, and whether directly chargeable for patient care or research purposes.
10. Check for proper patient identification on both specimen and requisition and for clear test requests (i.e., a valid, offered test).
11. Obtain and verify information and specimen collection requirements from Laboratory Manual, consulting supervisor, Laboratory Residents, or technologists only when information needed is not found in the Manual or related readily available sources by laboratory policy, including but not limited to the Synonyms lists and monthly TL (Test Library) change memoranda.
12. Resolve any discrepancies or labeling problems by telephone, involving the laboratory Medicine sections or Resident as appropriate.
13. Place blood samples and requisitions in racks for computer entry and labeling, setting aside specimens requiring special processing or handling (including the issuance of temporary patient unit numbers) in individual cups for follow-up.
14. Process specimens referred from outside institutions only if they are accompanied by proper authorization form. If authorization is not available, process specimens to the point where the specimen may be safely held in a stable condition until the problem can be resolved – specimen quality must be maintained!
15. Receive batches at China Basin from Mission Bay, Parnassus, and Mount Zion by barcode scanning sample batches and samples in Sunquest GUI.Samples that are not batched will need to be manually Tracked in Sunquest to show received at China Basin.
16. Received samples aliquots will be sorted out into labeled sample racks by test codes and stored at proper temperature (i.e. Room temp, Refrigerated or Frozen. Temperature to maintain sample stability.
17. Received Reference Lab Send out test samples will be given to the Sendout Processor for processing or stored at the proper temperature after the Send out processor leaves for the day.
18. Receive PTXID donor samples and process them to be sent out by the end of the day to Creative Testing Solutions.
19. Receive QuantiFeron samples and help Immunology place them in the incubator for overnight incubation and spin down the sample the next day and place them in the Immunology refrigerator.
20. Receive HemePath slides form Pathology and give them to HemePath department at China Basin.
21. Use the Problem Tracking Log to keep track of missing samples and sample problems and follow up with resolutions or escalate problems that are not resolved.

Standards:

1. Respond immediately and in a courteous and professional manner to anyone delivering specimens or needing assistance.
2. Maintain reasonable speed during sorting. Routine specimens should be sorted after arrival at China Basin Clinical Laboratory.
3. Resolve any problems by contacting physician or nursing unit in a timely manner.
4. Notify supervisor if problems cannot be resolved within 15 minutes (more rapidly if urgency is made clear by contact with physician or nursing unit).
5. Notify physician/unit immediately whenever quantity of specimen is insufficient for analysis so that a new specimen can be obtained and submitted in a timely manner.
6. Alert supervisor of any Specimen Labeling Problem in a timely manner.
7. Specimens requiring immediate processing must be handled within 15 minutes in order to maintain sample integrity.

Task B: Labeling:

1. Label specimens with appropriate computer-generated labels. Beware of the particular risk of incorrectly labeling a sample when specimens collected at multiple times or from several sites are submitted together.
2. Prepare pour-off vials for aliquoting, as necessary.
3. Verify correct computer entry of tests by checking orders on the labels against requisitions. In case of discrepancies, notify the floor supervisor or the ordering unit.
4. Flag specimens clearly to the analytical sections, facilitate sharing of specimens when only a small sample has been submitted.

Standards:

1. Label specimens and aliquots correctly.
2. Maintain reasonable speed on a steady basis in order to complete labeling of a rack.
3. No more than one rack should be waiting to be labeled to ensure a continuous flow of specimens to the aliquoting workstations.
4. Detect and correct discrepancies between request forms and computer-generated labels.

Task C: Separation and Aliquoting of Specimens other than Urine

1. Centrifuge specimens and separate cells and/or plasma/serum where appropriate. Operate equipment properly and safely, balancing centrifuge loads using beam balance and setting the equipment to the correct speed.
2. Aliquot the correct amounts of specimens into the appropriate cups, vials or tubes for testing.
3. Maintain a continuous flow of specimens for aliquoting by organizing your workload efficiently.
4. Provide the correct number of aliquots (tubes) for analysis and correctly label them with the proper sample number.
5. Determine whether the amount and quality of the specimen meets the requirements for testing. If our requirements are not met, follow the standard procedure to trouble shoot and follow up. Enter the specimen on the Problem Tracking Log. Place the specimens in racks or cups as appropriate for storage and store specimens according to the computer labels to maintain sample integrity.

6. Package specimens for send-out to Referral laboratory when assigned to that rotation or when the send-out person is not available.

Standards:

1. Immediate processing must be completed within 30 minutes after a specimen has been received at China Basin.
2. Make the proper cups for the appropriate tests with the correct additives, and process, package for send-out and store specimens in accordance with label and Laboratory Manual instructions.
3. Track specimens on the Problem Tracking Log in a timely manner if quantity or quality of specimen is inadequate for testing so that remedial action can be taken.
4. Help the Send out department package send-out specimens for next routine pickup in a timely manner when needed.
5. Operate centrifuges only with a balanced load and at the proper speed.
6. Report equipment malfunction or any potential hazard noted (e.g., frayed electric cord) in a timely manner.

Task D: Responses to Inquiries/Communications:

1. Communicate non-technical information (such as collection instructions and turn-around times, test results, etc.) obtained from the Laboratory Manual, the in- and out-patient price files, the laboratory computer and requisitions. Supervisor and technical staff should be consulted WHEN INFORMATION IS NOT AVAILABLE in these sources. All communications and responses, whether in person or by telephone, should be given accurately and clearly in a professional and courteous manner as you would yourself wish to be treated. Keep in mind that everyone has the common goal of helping the patient.
2. Answer any telephone extensions in your work area in a timely manner if the need arises.

Standards:

1. Adhere to the hospital’s house and telephone standards established by the Hospital. Identify yourself, our unit, and offer, “May I help you?” Attempt to answer phones not on an answering device before the third ring.

Task E: Send-Outs:

Help the Send out Processor process interfaced Send out tests sent out to a Referral (Send-Out, Outside) Laboratory when assigned that responsibility. Package specimens according to the instructions on the computer-generated label with the aid of the Laboratory Manual as needed to ensure sample integrity.

Standards:

1. Complete send-out work in an accurate and timely manner to meet the pickup schedule.
2. Notify supervisor of any problem related to the specimens in a timely manner.
3. Processing specimens correctly.

Task F: Computer Usage:

Use the basic computer functions (RE, I, ANIQ, MIQ, REIM) required to process the pre-purge list, or retrieve patient data and resolve specimen identification problems.

Standards:

1. Perform the above tasks as necessary in a timely manner.

Task G: Computer Crashes:

Process specimens when the computer system is not functioning, following instructions in the written internal crash plan, processing specimens correctly without aid of computer labels and forwarding them to the proper testing sections, and writing patient/test information on all pour-off tubes.

Standards:

1. Be familiar with the written internal crash plan and follow it with minimal supervision. Follow these instructions except where given prior approval to do otherwise by your supervisor.
2. Hand-write all requisitions and labels legibly.

Task H: Additional Unspecified and Weekend Duties:

Perform additional duties or projects as assigned.

On weekends other duties include helping Chemistry Department Check samples from worksheets, help Immunology Department take temperature readings, Help Immunology Department spin down QuantiFeron Samples, Defrost Processing’s minus 70 freezer, change out Bench liners on Processing benches, and filing away weekly paperwork.

Provide operational support for the Clinical Lab Call Center and Outreach, as needed.

Standards:

1. Complete the assigned task properly within the agreed upon time.

Errors – Definitions and Significance

Errors in processing laboratory specimens can be highly dangerous to patients and even if not may be extremely disruptive to the patient, the individuals caring for the patient, and the laboratory staff.

1. Major errors can potentially misdirect diagnosis or treatment. These include mixing up samples from different patients, mixing up two different specimens from the same patient, using the wrong specimen additive, and similar mistakes, as well as errors which may require a patient to repeat an invasive diagnostic procedure (e.g., failure to properly preserve or store a CSF which results in the patient undergoing another spinal tap).
2. Other serious errors may cause inconvenience, even great inconvenience, to a patient but do not yield an incorrect result and therefore are not likely to lead directly to improper management of the patient. These are primarily errors of omission or of additional unwarranted laboratory testing, such as failing to make a pour off for an ordered test, entering orders for tests which were not requested, failing to enter orders for tests which were requested, or excessive delay in processing resulting in the test missing the scheduled run. Erroneous entry of charges to budget accounts are also serious because they waste the time and resources of personnel inside and outside the laboratory in tracking down and correcting the problem. Such errors often can be corrected without requiring another patient sample.

Required Qualifications:

• Graduation from college with a major in an applicable natural science or high school Diploma with two years of laboratory experience or two years of college including courses in the natural, physical, or social sciences, and one year of laboratory experience, or an equivalent combination of education and experience.
• Knowledge and experience in handling biological specimens in a high volume high pace lab and working with Send Out samples. These abilities are essential to the successful performance of the duties assigned to the position.
• Good interpersonal and communications skills are necessary in order to effectively communicate with Clinical laboratory staff, Outreach clients, physicians, nursing personnel, as well as patients. Must speak and write clearly and be readily understood so as to permit accurate transmission of laboratory data, messages.
• Analytical skills are required in order to understand testing requirements and follow up on problem sample tracking. Must be able to work well under pressure.
• Must be a highly self-motivated individual with a positive attitude and exceptional work ethics.
• Must be able to follow directions and written procedures without deviation. Requires the ability to balance assertiveness with compassion for the patient and others.

Preferred Qualifications:

• Knowledge of a high volume clinical lab setting and medical terminology preferred.
• Computer experience and knowledge of lab computer system preferred.
• Prefer experience in sample accessioning and hospital registration or hospital billing environment.