Phlebotomy Support Service Supervisor

Support Services Supervisor Job Description:

Shift: 1st shift (salaried/exempt position with variable hours)

Summary:

Ensures the day-to-day workflow operations of the Phlebotomy Services department run efficiently and effectively; including turn-around times, quality processes, and staff performance.

Responsibilities:

· Assists the manager in monitoring the daily operations of the assigned department/ area/shift, assuring effective workflow processes and adherence to policies and procedures.

· Adjusts work assignments of staff and assignments/benches to meet/exceed turnaround time and achievement of quality metrics including QC, instrument calibration and maintenance, training, and competency.

· Using the laboratory information system, ensures accurate and pertinent data generation, retention, and retrieval. Assists in developing and monitoring metrics/ reports to assess productivity and turnaround time. Possesses substantial knowledge of all IT systems pertinent to the department’s operation.

· Ensures staff are familiar with and are regularly following policies and procedures. Responsible for required periodic staff review and sign-off on policies, regulatory items, minutes, safety updates, etc.

· Independently researches and resolves problems and shares expert knowledge on technical issues, e.g., unusual specimens or test results, CSHolds, specimen management, instrument problems.

· Ensures consumable inventory applicable to the department (reagents, PPE, syringes, etc.) are available for workload and volume.

· Places orders as necessary, based on established procedures and timeframes.

· Assists in the development of standing orders, reviews invoices, obtains authorization, and forwards to Accounts Payable on a timely basis.

· On a timely basis, prepares and maintains monthly staff work schedules based on workload, training, work rules, union contract requirements, and minimizing overtime.

· Consistently achieves biweekly Payroll deadlines by submitting complete and accurate employee automated timekeeping data, including the Employee Request and Notification forms and spreadsheet of employee exceptions.

· Assumes primary responsibility for preparation of employee performance evaluations within the month they are due. Obtains input from other members of department leadership team regarding technical performance as applicable. Participates in the performance evaluation meetings as requested.

· Positively participates in the employment process including preparation of job requisitions, screening applications, interviewing candidates, and providing input in hiring decisions.

· Communicates regularly with employees regarding their performance. Collaborates with the manager regarding significant performance issues and follows up by preparing performance improvement plans and/or progressive disciplinary action in an objective and consistent manner based on the rules of employee conduct.

· Assists manager in conducting regular and meaningful staff meetings, sharing company information, inviting input and change and preparing comprehensive minutes.

· Maintains communication with employees on individual basis regarding job satisfaction, career development to retain employees and reduce unwanted turnover.

· Ensures that new employees and students are scheduled for and receive training. Continually assesses training progress and adjust training schedules to ensure competency.

· Assists manager to ensure employees participate in required training, in-services, and other activities such as safety, compliance, TB testing, competency assessments, etc.

· Assists in the development, monitoring and reporting of QA standards and objectives, using outcome data to enhance quality of services. Works to resolve situations as they occur so that department processes continue in a timely manner.

· As directed, maintains approved performance indicators and meets/exceeds quality parameters.

· Ensures compliance with Wisconsin Diagnostic Laboratories’ Compliance plan, ASHI, CAP, CLIA, AABB, JCAHO and other regulatory agencies by proactively contributing to policy and procedure updates, staff education, and compliance monitoring. Assists manager in preparing for and participating in on-site inspections by certifying agencies.

· Proactively identifies and notifies manager of risk occurrences within the department, i.e., errors, accidents, incidents. Follows up with comprehensive investigation and resolution as requested.

· Supports manager in promoting continuous quality improvement initiatives through employee education, ongoing projects, and creative critical thinking.

· Assists manager in meeting departmental operations budget, within acceptable variances. Looks for innovative approaches to expense reduction and cost-effective system enhancements.

· As assigned, prepares various reports pertaining to FTEs, wages, overtime-exploring methods to reduce direct costs per FTE.

· In Conjunction with the manager, using turn-around time and variance reports, regularly plans for and maintains staffing to meet workload and performance expectations within accepted budgetary guidelines.

For Phlebotomy Services/Client Services: Maintains the Client Service Error Log. Provides technical problem solving and support to clients and staff.  Manages changes in workflow and workload due to staffing.

Qualifications:

1. Four years or more of demonstrated successful work experience in a clinical laboratory environment.

2. Expertise regarding the daily operations and job duties of the Phlebotomy Services department.

3. Background in training and guiding others regarding the essential function of their jobs.

4. Work or academic experience where independent decision-making and problem resolution were required.

5. Minimum of 60 degree credits toward an associates or bachelor’s degree.