Operations Coordinator - Pathology

at Spectrum Healthcare Partners in Portland, Maine, United States

Job Description


Spectrum Healthcare Partners is Maine’s largest multi-specialty, physician-owned and directed professional organization and is comprised of over 200 physicians practicing in the areas of anesthesiology, orthopaedics, pain management, pathology, radiation oncology, radiology, and vascular & interventional services. Spectrum provides services at many of Maine’s hospitals throughout the state and in eastern New Hampshire. This position will rotate between Maine Medical Center in Portland and Central Maine Medical Center in Lewiston. Monday – Friday. The average annual salary will be between $48k – $54k. POSITION SUMMARY The Operations Coordinator supp orts operational efficiency for SHCP pathologists through tasks that optimize productivity and quality, minimize time waste, and promote patient and client satisfaction. ESSENTIAL FUNCTIONS Practice Operations support functions:

+ Perform tasks to support pathologist case sign-out, including acquisition of clinical information, request/retrieval of archival slides, and coordination of communication with technical laboratories as requested.

+ Resolve delayed cases appearing on pending lists and coordinate completion by appropriate pathologist.

+ Communicate with and serve as point of contact for all client sites on case/slide issues.

+ In conjunction with the Practice Director, operationalizes new sites of service and new service offerings, including new technologies, such as digital pathology.

+ Facilitates identification of conferences, CME, or other events that would support pathologists, practice director, and/or self in maintaining subject matter expertise in digital pathology/telepathology for the Division, and seeks to expand use cases. Scope includes, but is not limited to, identification of continuing education and networking opportunities required to remain current on the state of technology, platform options, relevant regulations and compliance requirements, and requirements for operationalizing the technology across sites of service.

+ Participate in various special projects in support of the Pathology Division’s goals and objectives as set forth or agreed to by Practice Director, Managing Director and/or PDAC.

+ Create, organize, and maintain, in a manner readily accessible to the entire Pathology Division, comprehensive documentation detailing all aspects of the Pathology Division’s operations, including but not limited to, slide distribution procedures, consult tracking procedures, and new hire on-boarding and orientation materials.

+ Contribute to policy and procedure creation/revision as requested by technical partners.

+ Ensures timely slide distribution; accurate slide tracking; clear communication with Pathologists for equitable workload distribution; facilitates case send out for non-NorDx clients; addresses issues and questions promptly.

Quality support functions:

+ Assist in the planning, project management, and implementation of projects as identified by Practice Director and/or Pathologist lead.

+ Perform data collection, data analysis, and report preparation for quality metrics as requested by the Pathology QI and/or in collaboration with Spectrum Quality, Risk Management & Patient Safety staff.

+ Assist with maintaining reports/spreadsheets for QA purposes as needed at direction of chiefs, lab directors, and/or Quality staff.


+ Remain an active, knowledgeable, and informed member of the Division by attending and participating in department, team and practice meetings as requested.

+ Respond to and follow through on client, pathologist, and technical partner inquiries via phone or electronic system.

+ Within the scope of operations and quality support, assist with preparation of PowerPoint presentations for Pathologists, including data gathering and analysis.

+ Demonstrate professionalism at all times.

+ Build and maintain beneficial relationships in order to facilitate communication between the Division, referring practices, and technical partners.

+ Displays cooperative behavior and interacts positively and effectively with others to promote a team environment.

+ Performs other duties necessary to maintain the overall efficiency of the practice.

+ Supports the Company’s Vision and Values.


+ High School diploma; some college with Business Administration focus.

+ Knowledge of surgical pathology laboratory workflows desired.

+ Prior work experience in laboratory support or health related experience helpful.

+ Understanding of medical terminology.

+ Strong organization skills, detail-oriented.

+ Proficient computer skills.

+ Excellent communication and interpersonal skills.

+ Ability to work with a team of diverse levels of employees.

+ Ability to maintain confidentiality.


+ May be required to stand or sit for long periods of time

+ Walking, stairs

+ Operation of various office equipment: dictation systems, fax machine, telephone and voice mail system, computer, e-mail system, cell phone, pager, and copier

+ Travel to various sites of service may be required

+ Occasional lifting up to 30 lbs.

+ Occasional reaching, bending

+ Exposure to blood-borne pathogens may occur. Use of appropriate measures is required for safety controls and techniques.


+ Health Insurance (80% company paid)

+ Health Savings Account (Company Match: $3,000 family plan / $1625 individual plan)

+ Dental & Vision Insurance Plans

+ 401(k) Match and Profit-Sharing Plan

+ Life and Accidental Death and Dismemberment Insurance (company paid)

+ Long-term Disability Insurance (company paid)

+ Short-term Disability Insurance (company paid)

+ Generous paid time off

+ Voluntary, Employee-Paid Benefits

+ Medical Reimbursement Plan

+ Dependent Care Plan

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Job Posting: JC244813948

Posted On: Jul 31, 2023

Updated On: Oct 26, 2023

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