Clinical Support Coordinator, Ambulatory Care Building, Pathology, PRN

Primary Location:

Ambulatory Care Building - ULP - AMG

Address:

550 South Jackson St.
Louisville, KY 40202


Shift:

Job Description Summary:

UofL Health is a fully integrated regional academic health system with five hospitals, four medical centers, nearly 200 physician practice locations, more than 700 providers, the Frazier Rehab Institute and Brown Cancer Center.
With more than 12,000 team members—physicians, surgeons, nurses, pharmacists and other highly skilled health care professionals—UofL Health is focused on one mission: delivering patient-centered care to each and every patient each and every day.

Job Description:

The clinical coordinator provides specialized clinical and operational support to the Neuropathology service, including ophthalmic pathology and heart transplant pathology. Working under the direction of board-certified pathologists, this position prepares complex pathology cases for physician review by synthesizing pertinent clinical, radiologic, and historical pathology information from multiple electronic systems. Following physician evaluation, the Clinical Coordinator facilitates implementation of the diagnostic plan by coordinating ancillary studies, consultations, pathology documentation, and case progression through final sign-out. The position serves in a physician support role requiring extensive knowledge of anatomic pathology workflows, pathology information systems, medical terminology, and documentation standards to promote efficient workflow, timely diagnosis, regulatory compliance, and high-quality patient care.

Essential Functions:

• Review daily case assignments and prepare neuropathology, ophthalmic pathology, and heart transplant biopsy cases for physician review.

• Retrieve, organize, and synthesize pertinent clinical history, operative reports, radiologic findings, laboratory results, and prior pathology material from the electronic medical record and laboratory information system to support diagnostic evaluation.

• Verify specimen site, procedure, laterality, and other relevant clinical information to ensure complete case preparation.

• Identify prior pathology specimens requiring comparison and coordinate retrieval of archival slides, tissue blocks, reports, and consultation materials.

• Maintain daily case tracking utilizing departmental databases and workflow management systems, including Vantage and the Neuropathology Service Log, and communicate case readiness and workload status to the pathologist.

• Following physician review, facilitate implementation of the diagnostic plan by preparing diagnosis-specific report templates, coordinating immunohistochemical stains, special stains, molecular studies, and other ancillary testing as directed by the pathologist.

• Coordinate intradepartmental and external pathology consultations, including preparation of consultation materials, tracking pending studies, and incorporation of consultation results into the case record.

• Monitor case progression to ensure timely completion of ancillary studies, pending addenda, consultations, and other outstanding diagnostic activities.

• Prepare documentation necessary for professional pathology reporting, including standardized templates, required documentation elements, and CPT code selection support, under physician direction.

• Coordinate peer review assignments and maintain associated case documentation.

• Prepare pathology summaries, supporting documentation, and case materials for multidisciplinary conferences, including Neuro-Oncology Tumor Board, Pituitary Conference, and Heart Complex Case Review.

• Monitor turnaround times and proactively identify workflow barriers that may delay case completion, communicating issues to the pathologist and laboratory leadership as appropriate.

• Assist with quality improvement initiatives, workflow optimization, and maintenance of departmental tracking databases.

Other Functions:

• Maintains compliance with all company policies, procedures and standards of conduct

• Complies with HIPAA privacy and security requirements to maintain confidentiality at all times

• Performs other duties as assigned

Additional Job Description:

Education:

• High school diploma or GED/equivalent (required)

• Associate's degree (Preferred)

Experience:

• Prior experience working in an academic pathology & laboratory medicine setting

• Pathology Coding experience

Certification:

• AAPC Certification (Required)

Job Competency:

Knowledge, Skills, and Abilities critical to this role:

• Advanced knowledge of anatomic pathology workflow and surgical pathology documentation.

• Thorough understanding of pathology laboratory information systems and electronic medical records, including Cerner PowerChart and PathNet preferred.

• Ability to synthesize complex clinical, radiologic, and historical pathology information into concise case summaries that facilitate physician diagnostic review.

• Working knowledge of pathology report structure, ancillary testing workflows, consultation processes, and professional pathology documentation requirements.

• Familiarity with pathology CPT coding sufficient to support physician documentation and case preparation.

• Demonstrated ability to coordinate multiple complex cases simultaneously while maintaining exceptional attention to detail and meeting demanding turnaround times.

• Excellent written, verbal, organizational, and interpersonal communication skills.

• Ability to exercise independent judgment within established departmental protocols while working collaboratively with physicians, laboratory staff, and multidisciplinary clinical teams.

Language Ability:

• Must be able to communicate effectively in both verbal and written formats

Reasoning Ability: 

• Ability to think through issues and complex patient situations and identify appropriate options

Computer Skills:

• Working knowledge of Microsoft Office

• Ability to use computerized scheduling and electronic health record systems

• Must have the capacity to learn other relevant systems and databases, as needed