Sr HLA Administrative Support
Job posting number: #7182263 (Ref:10022859)
Posted: September 26, 2023
Salary / Pay Rate: $25.65 - $35.91 / hour
Application Deadline: Open Until Filled
About City of Hope
City of Hope's mission is to deliver the cures of tomorrow to the people who need them today. Founded in 1913,City of Hopehas grown into one of the largest cancer research and treatment organizations in the U.S. and one of the leading research centers for diabetes and other life-threatening illnesses. City of Hope research has been the basis fornumerous breakthrough cancer medicines, as well as human synthetic insulin and monoclonal antibodies. With an independent, National Cancer Institute-designated comprehensive cancer center at its core, City of Hope brings a uniquely integrated model to patients spanning cancer care, research and development, academics and training, and innovation initiatives. City of Hope’s growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, andtreatment facilities in Atlanta, Chicago and Phoenix. City of Hope’s affiliated group of organizations includesTranslational Genomics Research InstituteandAccessHopeTM. For more information about City of Hope, follow us onFacebook,Twitter,YouTube,InstagramandLinkedIn.
City of Hope’s commitment to Diversity, Equity and Inclusion
We believe diversity, equity and inclusion is key in serving our mission to provide compassionate patient care, drive innovative discovery, and advance vital education focused on eliminating cancer and diabetes in all of our communities. Our commitment to Diversity, Equity and Inclusion ensures we bring the full range of skills, perspectives, cultural backgrounds and experiences to our work -- and that our teams align with the people we serve in order to build trust and understanding. We are dedicated to fostering a community that embraces diversity - in ideas, backgrounds and perspectives; this is reflected in our work and represented in our people.
Under limited supervision, provides senior administrative support that requires little to no instructions on routine work, and general instructions on new assignments.
The HLA Lab performs the pre- and post-transplant testing for patients who have been identified for transplant.
This role is responsible to use complex decision skills to ensure the best patient treatment outcome by acting upon the HLA Algorithm order in CIS in a timely manner. These tasks include:
- Identifying and retrieving the HLA Algorithm order in CIS.
- Carefully evaluating the patient information to place the correct HLA orders in CIS.
- Reviewing patient insurance information and contacting referral coordinators for approval as needed.
- Contacting patients with siblings by phone or email to obtain family contact information.
- Contacting siblings who live locally to be registered in CIS.
- Registering the sibling appointment and places blood draw orders in CIS.
- Contacting siblings who live remotely (too far away to come to City of Hope to be drawn) to obtain contact information to send sample collection kits.
- Entering the CIS order to start formal unrelated search for patients without siblings (this search order is the mechanism through which unrelated donor charges can be posted against a patient’s account).
- Monitors the patient sample receipt and provides follow up for any donors who have not provided samples for testing.
- Assesses the next steps and place correct orders in CIS, and track all outstanding tasks related to the transplant donor search process.
- Cancels orders in CIS as outlined in Cancelation policy.
- Handles complex patient transfer cases from other hospitals, placing needed orders, authorization, tracking completion of HLA testing.
- Handles complex inquiries from patients, families, and clinicians by utilizing knowledge of policies and procedures.
- Applies advanced skills to the position.
- Maintains patient charting record in Histotrac which details the Algorithm orders, patient search progress, donor information, outstanding issues.
- Applies applicable policies, procedures, and practices to resolve a variety of new and routine issues.
Key Responsibilities include:
- Contacts patients and family members by phone or email to obtain contact information.
- Registers the local donor in CIS (City of Hope Clinical Information System), schedule the donor for the appropriate tests,
- In CIS, find and act upon HLA algorithm orders in a timely manner to ensure the best patient outcome. Review the patient information and order HLA testing based on the specific criteria
- Prepares test sendout kits for donors who cannot come to the hospital to be drawn, and tracks the return of the kits.
- In CIS, registers the donor and schedules the HLA blood draw appointment.
- Records Histotrac chart notes detailing the tracking of the testing process.
- Tracks outstanding items due for patients and donors and updates clinician with any issues.
- Responds to questions from physicians, nurses and coordinators regarding the status of patient testing.
- Acts as the intermediary between the HLA accessioning and testing staff with the clinicians for issues related to samples, orders, draws, etc,
- Maintains the patient’s department chart, ensuring all records are complete.
- Tracks patient transplant dates and updates records as needed for transplant testing (crossmatch test).
- Scans patient’s department chart into Siemens, reviews for quality control and destroys charts.
- Emails reports to Outreach Lab clients.
- Handles invoices, travel arrangements, appointments for directors.
- Processes Outreach client billing, creates invoices.
- Orders supplies
- Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.
- Performs other related duties as assigned or requested
Basic education, experience and skills required for consideration:
- High school diploma or GED, some vocational/specialized training.
- Experience may substitute for minimum education requirements
- 3-5 years responsible secretarial or clerical experience in a professional environment.
- Spanish bilingual
- As a condition of employment, City of Hope requires staff to comply with all state and federal vaccination mandates.
- This position is represented by a collective bargaining agreement
- The estimated pay scale represents the typical [salary/hourly] range City of Hope reasonably expects to pay for this position, with offers determined based on several factors which may include, but not be limited to, the candidate’s experience, expertise, skills, education, job scope, training, internal equity, geography/market, etc. This pay scale is subject to change from time to time.
City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.
Salary / Pay Rate Information:
Pay Rate: $25.65 - $35.91 / hour
The estimated pay scale represents the typical [salary/hourly] range City of Hope reasonably expects to pay for this position, with offers determined based on several factors which may include, but not be limited to, the candidate’s experience, expertise, skills, education, job scope, training, internal equity, geography/market, etc. This pay scale is subject to change from time to time.
City of Hope is a community of people characterized by our diversity of thought, background and approach, but tied together by our commitment to care for and cure those with cancer and other life-threatening diseases. The innovation that our diversity produces in the areas of research, treatment, philanthropy and education has made us national leaders in this fight. Our unique and diverse workforce provides us the ability to understand our patients' needs, deliver compassionate care and continue the quest for a cure for life-threatening diseases. At City of Hope, diversity and inclusion is a core value at the heart of our mission. We strive to create an inclusive workplace environment that engages all of our employees and provides them with opportunities to develop and grow, both personally and professionally. Each day brings an opportunity to strengthen our work, leverage our different perspectives and improve our patients’ experiences by learning from others. Diversity and inclusion is about much more than policies and campaigns. It is an integral part of who we are as an institution, how we operate and how we see our future.