Specimen Receiving/Reference Laboratory Specialist

Position Summary

At Stony Brook Medicine, a Specimen Receiving/Reference Laboratory Specialist in the Department of Laboratories is a valuable member of our team, who provides clinical, technical and administrative services in support of laboratory services. The position performs duties that include back-up supervisory, phlebotomy, quality assurance, send-out testing processing and billing audit duties under the supervision of the Specimen Receiving and Phlebotomy Coordinator. Will maintain specific knowledge of safe laboratory practices as endorsed by the New York State Department of Health and Occupational Safety and Health Administration and conducts oneself in a manner consistent with those practices to ensure the safety of all lab personnel.

Duties of a Specimen Receiving/Reference Laboratory Specialist may include the following but are not limited to:

As assigned, acts as a back-up in performing phlebotomy supervisory duties in the absence of the Phlebotomy and Specimen Receiving Supervisor, including but not limited to staff schedules, review of attendance logs, etc. Leads the staff in a professional manner and assures staff compliance with all relevant laboratory and hospital policies and procedures.
Represents Specimen Receiving on the following internal laboratory teams and committees.
a. Lab QA team: Patient Safety Net Coordinator for Specimen Receiving includes documenting all unlabeled/mislabeled specimens in Patient Safety Net. Training staff members on the information needed to work with Nursing to develop processes to resolve ongoing problems. Coordinate any documentation for Nursing. Communicates problem trends with specific units to Nurse Managers.
b. Laboratory safety committee member. Reports emergency environmental situations like floods, power outages, construction issues, etc. that occur in Specimen Receiving. Off-site resource for environmental issues.
c. Lab IT Implementation Team: Specimen Receiving LIS System Manager. As LIS System Manager of the department performs the following:
(i) Testing computer upgrades for LIS (Sunquest) and hospital systems (SMS, Cerner). Adjusted department workflow for both Specimen Receiving and Phlebotomy to coincide with hospital system changes.
(ii) Directs Specimen Receiving Department staff during LIS/SMS/Cerner downtime and recovery. Coordinates manual delivery of lab test results to units. Resolves downtime problems with hospital units. Communicates downtime issues and resolutions with other Lab Department LIS System Managers.
(iii) On-site resource on a daily basis for Specimen Receiving and Phlebotomy for computer issues. If necessary forwards concerns to Lab LIS Coordinator, Specimen Receiving and Phlebotomy Supervisor and/or Coordinator.
Assigned to other committees and CQI Teams as needed.
Quality Assurance and regulatory billing responsibilities:
a. Lab QA team: Patient Safety Net Coordinator for Specimen Receiving includes documenting all unlabeled/mislabeled specimens in Patient Safety Net. Training staff members on the information needed to work with Nursing to develop processes to resolve ongoing problems. Coordinate any documentation for Nursing. Communicates problem trends with specific units to Nurse Managers.
b. Laboratory safety committee member. Reports emergency environmental situations like floods, power outages, construction issues, etc. that occur in Specimen Receiving. Off-site resource for environmental issues.
c. Lab IT Implementation Team: Specimen Receiving LIS System Manager. As LIS System Manager of the department performs the following:
Assigned to other committees and CQI Teams as needed.
(i) Testing computer upgrades for LIS (Sunquest) and hospital systems (SMS, Cerner). Adjusted department workflow for both Specimen Receiving and Phlebotomy to coincide with hospital system changes.
(ii) Directs Specimen Receiving Department staff during LIS/SMS/Cerner downtime and recovery. Coordinates manual delivery of lab test results to units. Resolves downtime problems with hospital units. Communicates downtime issues and resolutions with other Lab Department LIS System Managers.
(iii) On-site resource on a daily basis for Specimen Receiving and Phlebotomy for computer issues. If necessary forwards concerns to Lab LIS Coordinator, Specimen Receiving and Phlebotomy Supervisor and/or Coordinator.
(i) Testing computer upgrades for LIS (Sunquest) and hospital systems (SMS, Cerner). Adjusted department workflow for both Specimen Receiving and Phlebotomy to coincide with hospital system changes.
(ii) Directs Specimen Receiving Department staff during LIS/SMS/Cerner downtime and recovery. Coordinates manual delivery of lab test results to units. Resolves downtime problems with hospital units. Communicates downtime issues and resolutions with other Lab Department LIS System Managers.
(iii) On-site resource on a daily basis for Specimen Receiving and Phlebotomy for computer issues. If necessary forwards concerns to Lab LIS Coordinator, Specimen Receiving and Phlebotomy Supervisor and/or Coordinator.

a. Responsible for laboratory dashboard metric "Reference Lab Exceptions" with a goal of less than 3%. Receives monthly report from ARUP (Reference Lab). Reviews all exceptions. Report problems to staff and changes process to resolve issues.
b. Monitors weekly and monthly reports from RAS weekly overdue log for Reference Lab (ARUP, Wisconsin Blood Center and other esoteric labs) and NYSDOH Laboratory. Follows-up and resolves Reference Lab problems. Identifies any NYSDOH Newborn Screening test issue and assists the Supervisors with resolution. This entails working with Reference Labs administrative and technical staff, NYSDOH technical and administrative staff and hospital and community physicians.
c. Performs processing of send-out testing, including review of all relevant/required documentation from providers; verify the send-out test meets NYS DOH mandates; coordinate specimen shipment; result reporting; manual billing; and review billing invoices for compliance. Specifics include: finding the requested esoteric tests by contacting various reference laboratories, understanding various applications that referral laboratories use for test ordering, checking the NYS DOH regulatory status for the tests, following up on documentation, e.g., consent, patient history forms, etc. and having this documentation completed by the ordering provider. Special transportation arrangements for the specimens occurs due to time-sensitivity of the specimen stability and/or clinical urgency of the testing. Other components of the process include obtaining the necessary information for billing, i.e., CPT code and price from performing laboratory (may include additional tests as necessary), tracking and obtaining test results from the performing laboratory, scanning results into the electronic medical record, and communicating results to providers (as needed). This duties also include fiscal responsibilities, i.e., performing billing processes and troubleshooting billing questions according to NYS DOH, Medicare, Medicaid and patient insurance regulations.
d. Monitors the Reference Lab ADT printer for problems. Resolves issues, brings forward any interface problems to Lab LIS Coordinator.
e. Audits and reconciles Reference Laboratory bills (invoices). Ensures tests are ordered, performed, and billed per Medicare/OIG regulations.
f. Audits all test credits performed in Specimen Receiving checking reason and date for credit against order according to established protocols.
g. Reviews ARUP "hot line" updates to tests (name changes, CPT code changes, price changes, test deletions), prepares forms for IT and Finance. Tests all changes in LIS, SMS, Cerner and the ARUP Interface. Brings any concerns to the Lab LIS Coordinator. Review any changes with Specimen Receiving staff.
h. Assists in new test development implementation in Sunquest system for ARUP tests. Audits/monitors all new ARUP tests in production.
i. Manually bills non-interfaced reference tests (miscellaneous) on Cerner. Assists the Coordinator with billing audits on all miscellaneous testing.

As assigned, will perform venipuncture and skin punctures on patients of all ages (newborns, children, adolescents, adults and older populations). Instructs patients in the proper collection of other specimen types. Follows all patient identification policies and procedures to accurately obtain patient data and labels samples according to established protocols.
Maintain all patient records in compliance with Federal State and CAP regulations. Maintain proper state and CAP monitored information and procedures such as quality control data, environmental health and safety protocols and manuals. Will follow all laboratory procedures and protocols with interpretation of such policies as necessary to ensure proper patient care and safe work practices. Will maintain specific knowledge of safe laboratory practices as endorsed by the NYS Dept. of Health and OSHA. Must understand and comply with all JCAH/CAP/DOH and Compliance regulations. Maintain all patient records in compliance with Federal, State and CAP regulations.
Provides patient services to include LSARD and outpatient registration processes. These functions include knowledge of insurance providers, billing codes, order entry, Sunquest laboratory information systems, result reporting, crediting functions and discharging per University Hospital policies and procedures to conform to regulatory agency mandates which include but are not limited to ICD-10 CM billing codes, medical necessity and Medicare questionnaires.
Handles all processing of biological specimens in the optimal way to assure specimen integrity and maintain all safety regulations as per established policies and procedures including those of the reference laboratories.
Demonstrates competency with Department of Laboratories Information System (Sunquest), Hospital Information System (Cerner) and all other relevant systems i.e., reference laboratories.
Assists all clients with problem resolution and provides prompt and accurate resolutions to service issues, testing problems and billing concerns regarding send-out testing.
Acts as a liaison for courier services, identifies concerns and helps arrange these services to meet send-out testing needs.
Maintains adequate supplies and alternates stock to obtain maximum benefits for send-out testing. Will order and distribute supplies to outreach clients as needed and according to regulatory mandates.
In the event of non-conformance, ensures that processes are not utilized until corrective actions have been taken and staff are properly trained.

Qualifications

Required: Education level/Experience: Bachelors degree with at least one year of specimen receiving experience. In lieu of a Bachelors degree, an Associate degree with at least four years of specimen receiving experience. Current Phlebotomy Certification. Minimum of two years phlebotomy experience including a minimum of one year pediatric phlebotomy experience. Minimum of one year experience in a hospital setting. Knowledge of laboratory operations, laboratory and/or hospital based information systems. Excellent communication skills.

Preferred: Minimum of one year supervisory experience and customer service experience in a healthcare setting or related field. Knowledge of wireless hand-held blood collection devices. Experience in send-out testing, knowledge of test billing processes.

Special Notes: Resume/CV should be included with the online application.

Posting Overview: This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date).

If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.

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Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.
All Hospital positions maybe subject to changes in pass days and shifts as necessary.
This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair.
This function/position maybe designated as “essential.” This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.

Prior to start date, the selected candidate must meet the following requirements:

Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*
Complete electronic reference check with a minimum of three (3) professional references.
Successfully complete a 4 panel drug screen*
Meet Regulatory Requirements for pre employment screenings.
Provide a copy of any required New York State license(s)/certificate(s).

Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

*The hiring department will be responsible for any fee incurred for examination.

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Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the University Office of Equity and Access at (631)632-6280.

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Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.

Anticipated Pay Range:

The salary range (or hiring range) for this position is $61,550 - $71,101 / year.

The above salary range represents SBUH’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The specific salary offer will be based on the candidate’s validated years of comparable experience. Any efforts to inflate or misrepresent experience are grounds for disqualification from the application process or termination of employment if hired.

Some positions offer annual supplemental pay such as:

Location pay for UUP full-time positions ($4000)
Night shift differential ($15,000), evening shift differential ($10,000)
Inconvenience pay/supplemental shift differential. ($575)
Geographic Pay ($000)

Your total compensation goes beyond the number in your paycheck. SBUH provides generous leave, health plans, and a state pension that add to your bottom line.

Job Number:

2502820Official Job Title: TH Instructional Support Associate

Job Field

: Administrative & Professional (non-Clinical)

Primary Location

: US-NY-Stony BrookDepartment/Hiring Area: Specimen Receiving

Schedule

: Full-time

Shift

:Day Shift Shift Hours: M-F 8:30am-5pm Pass Days: Sat, Sun

Posting Start Date

: Oct 2, 2025

Posting End Date

: Jan 1, 2026, 4:59:00 AMSalary:$65,550 - $76,101Salary Grade:SL2SBU Area:Stony Brook University Hospital

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Specimen Receiving/Reference Laboratory Specialist