The Michigan Medicine Department of Pathology has 22 sub-specialties and more than 100 clinical faculty located at two primary campuses in Ann Arbor (University Hospital and the North Campus). The Clinical Services Administration team supports the majority of these clinical faculty, and the staff on this team are skilled in the unique needs of specific sub-specialties (some in multiple specialties).
The Supervisor position will lead a team of approximately 18 individuals who are responsible for ensuring patient slides and blocks are tracked, received and returned in a timely manner, organized correctly and with accurate labeling, entered into the Pathology LIS accurately, and providing any necessary supporting documentation including medical records. They prep each of the clinical cases for the Pathologist, communicate directly with external and internal providers, communicate with patients, request additional material and documentation when directed, and ensure everything is documented and returned to the right place once the case is signed out.
Meeting established turnaround times for clinical cases is essential, as the Pathologist?s report may guide the medical management of a patient such as their diagnosis, prognosis, medication, and therapy. The clinical support services team works on-site in an office setting alongside the faculty in a lively and fast-paced environment.
The Supervisor role also oversees 2 customer service representatives in Anatomic Pathology that work directly with the clinical support services team. The Supervisor role may have the opportunity to oversee the Pathology transcription team in the future depending on performance and need.
Responsibilities:
- Manage staff schedules and ensure any absences or vacancies are covered as quickly as possible and with excellent, explicit communication to the faculty who rely on these staff. Post staff schedules and call-outs in an area visible to all.
- Review and approve time off, overtime, and time sheets for direct reports.
- Learn the workflows for every sub-specialty and directly provide backup support (clinical and administrative) to busy or uncovered services as needed.
- Be proficient (or become proficient with training) in the Pathology LIS systems such as Soft and Epic MiChart. Utilize systems for tracking and problem solving. Report any system issues or malfunctions to the Pathology Informatics division.
- Oversee the facilitation of triaging materials, send-out testing requests for clinical faculty, additional in-house testing (such as IPOX or molecular), and obtaining external pathology records to aid in diagnosis of Michigan Medicine patients.
- Coordinate closely with the Michigan Medicine Laboratories Consult, Transfer and Accessioning (CTA) team who are responsible for receiving the asset packages, logging information in the LIS, and prepping the assets for distribution to the Clinical Services Support team. It is expected that the Supervisor will partner with the CTA Supervisor when issues arise or when there are opportunities for process improvement across the workflow between the two teams.
- Identify challenges and opportunities for improvement, and work with team members and supervisors in other Pathology divisions to implement positive changes. Provide clear and concise communication to staff and faculty about any upcoming changes to workflow that impact them in any way.
- Build and support a cohesive team with the highest level of professionalism, motivation, and confidence in their work. Provide professional development guidance to the staff and encourage them to learn new skills when opportunities arise.
- Foster a team environment that utilizes ?just culture? so that staff are comfortable quickly admitting and correcting one-time mistakes and asking for help without negative repercussions.
- Responsible for hiring, annual performance evaluations, routinely providing constructive feedback to staff, and exercising disciplinary action following all Michigan Medicine policies and procedures.
- Required to work on-site at the University of Michigan North Campus Research Complex with occasional travel to and from University Hospital (free bus transportation available for this).
- After successfully completing the 6-month probationary period with excellent performance, may also supervise the transcription team (8 FTE) that work very closely with the Clinical Services Administration team.