Mgr Lab Services

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Effective Date:

1/1/2023

Entity:

Wisconsin

Job Code:

531001

Job Title:

Mgr Lab Services

FLSA Exemption Status:

Exempt

Management Level:

Manager/Program Director

JOB SUMMARY

The manager is responsible for the management and leadership of operational, financial, programmatic and personnel for a UW Health Clinical Laboratories clinical program or operational area as defined on the management structure of the UW Health Laboratories.  The incumbent manages a variety of staff, including clerical, phlebotomy and/or technical staff with educational backgrounds ranging from HS diplomas to graduate degrees.  Responsibilities include personnel management, budget preparation, development & implementation of testing policies and procedures, overseeing teaching programs, and ensuring regulatory compliance to maintain accreditation.  Additional responsibilities include ensuring high quality and accuracy of clinical testing/specimen collection, consulting with medical staff and faculty, developing and overseeing a quality assurance plan, competency plan, annual goals, resolving patient/testing problems, and ensuring training and competency of all personnel.

A primary responsibility is leading and facilitating, along with the faculty leader dyad, the service team(s) for their clinical program or operational area.  The service team leadership is shared with the faculty dyad.  All major decisions on clinical testing, operational workflow, capital budget, operational budget, annual goals and future directions flow through the service team and it is charged with implementing patient and family centered care.

The manager has immediate accountability for recruitment and retention, competency, employee engagement and safety of staff working in their area of oversight.  They are also responsible for holding self and staff accountable for demonstrating the behavioral standards of UW Health. The UW Health Clinical Laboratories do testing or have oversight for testing that ranges from waived to moderate and high complexity.  Problems encountered are of a moderate or high degree of difficulty and require independent decision-making ability.  Problems may be of an operational, technical, procedural, or personnel management nature, at times requiring the incumbent to seek knowledge not readily available.

The manager has oversight of implementation of the UW Health educational and research mission as it applies for their area.  This includes teaching of all levels of learners and meeting the special needs of researchers needing laboratory testing.

A wide variety of contact relationships are involved in the performance of this position. Internal contacts include, but are not limited to medical technologists and other laboratory staff, nurses, physicians, medical directors, faculty members, lab or hospital administration, purchasing agents, and Human Resources.  External contacts include manufacturing and sales representatives, outside laboratory representatives, regulatory inspectors, and peers from other healthcare institutions.

Extensive communication, organization, time management, initiative, and technical skills are needed for successful performance. 

ESSENTIAL DUTIES

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Provide leadership and direction for the service team for a UW Health Clinical Laboratories clinical program or operational area.

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Ensure team develops annual goals, quality plan, competency plan and monitors progress throughout the fiscal year.

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Ensure that monitors are in place to support the quality plan developed; meet the overall quality plan of UW Health Clinical Laboratories and all regulatory requirements.

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Maintain a 5-year technology plan that will drive annual capital decision.

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Bring financial and productivity goals to the team for discussion on workflow improvement that will support those goals.

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Bring employee engagement and work environment issues to the team for discussion on possible improvements.

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Bring patient safety reports and customer complaints to the team for discussion on possible improvements and projects to improve the patient and family experience.

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Develop and support quality improvement and customer service activities.

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Perform and document required quality activities, such as proficiency testing, quality assurance monitors, and participation on process improvement teams, etc.

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Coordinate customer service responses and initiatives within their areas of responsibility.

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Look for opportunities to gain customer feedback by developing ongoing relationships with organizational departments or external clients that are high users of Lab services within their areas.

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Provide technical and workflow management and supervision for a UW Health Clinical Laboratories clinical program or operational area.

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Monitor laboratory activity throughout the day. Provide general technical supervision for all employees and direct work flow to maximize efficiency.

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Ensure that patient results and/or specimen collections and transport are completed/reported in an accurate and timely manner. Oversee review of laboratory work records and patient results to insure that standard procedures are followed and required records are kept.

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Ensure all checklists and/or logs are complete for all required activities for all three shifts.

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Determine appropriate staffing levels both short term and long term, making adjustments to accommodate changing workload patterns.

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Be available by telephone or pager as needed to answer questions from the laboratory and clinical staff for their area of expertise.

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Oversee the procurement of new or replacement equipment, including the preparation of purchase orders, specifications, vendor lists, justifications and review bids. Maintain inventory of all capital equipment and probable replacement timelines.

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Oversee that proper inventory and purchasing protocols are in place so that all resources are readily available to meet testing demands of the department.

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Ensure evaluation and validation of new methods, reagents, supplies and instrumentation is carried out appropriately.

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Ensure that up-to-date policy, protocol, and procedure manuals exist and are formatted, reviewed and changed according to policy.

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Oversee the functionality and use of the Laboratory information system to meet the needs of their department, the Lab as a whole, and our customers/clients. Participate in the planning and coordination of changes in the Laboratory information system, identifying enhancements and ensuring validation of updated components.

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Participate in strategic planning for a UW Health Clinical Laboratories clinical program or operational area.

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Participate in developing strategic plans for the Laboratories that are in line with UW Health strategic plans and goals.

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Interpret UW Health Clinical Laboratories plans for their area of responsibility, including writing annual work plans in alignment with those goals and evaluating compliance with those work plans.

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Meet as needed with other Laboratory managers and Laboratory Administration to develop management strategies, establish goals and objectives, set policies, and solve problems.

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Perform duties related to management of employees for a UW Health Clinical Laboratories clinical program or operational area.

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Initiate human resources actions, including hiring, interviews, promotions, discharges, and leaves of absence.

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Handle disciplinary and other work-related problems, including resolving informal grievances and work complaints. Direct the activities of supervisors in the program and hold supervisors accountable for meeting the requirements of their position description.

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Provide leadership and oversight to ensure alignment of functions assigned to program supervisors.

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Monitor employee competency and compliance with policy, procedure, and standards. Review performance with each employee at least annually.

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Conduct staff meetings and disseminate information that is appropriate.

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Supervise the development and implementation of appropriate in-service training programs as laboratory procedures, methods, and policies are added or changed. Document training of all employees.

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Supervise the development and implementation of an appropriate continuing education program for the technical staff and/or arrange for participation in external continuing education.

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Participate in teaching and scheduling of all learners such as pathology residents or technical students with other instructors, as appropriate.

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Maintain personnel records, including documentation for each employee that includes education, work experience, performance evaluations, in-service training and continuing education, special problems, health problems, references, interview information etc. as required for regulatory, accreditation, or legal purposes.

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Maintain accurate position descriptions for all employees.

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Ensure accurate payroll records are maintained.

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Develop and support compliance and regulatory activities for a UW Health Clinical Laboratories clinical program or operational area.

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Ensure that a safe environment is in place for all employees, visitors, and patients within UW Health Clinical Laboratories.

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Oversee billing processes for their area of responsibility, including ensuring appropriate use of Current Procedural Terminology coding and capturing of charges.

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Oversee all accreditation activities for their area of responsibility, ensuring that the Laboratory meets all accreditation and regulatory requirements and participates in required proficiency testing programs.

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Participate in the development and monitoring of the annual operating and capital budgets for a UW Health Clinical Laboratories clinical program or operational area.

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Develop operating and capital budgets for their areas that meet organization and department targets, goals, and objectives.

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Monitor and explain variances to the approved operating budget.

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Look for opportunities to control costs and improve operating efficiencies within their area. Educates staff on the impact of process and daily decision-making on costs.

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Understand billing and costs for testing within their area. Assist with maintenance of the Charge Description Master. Assist with the selection of Current Procedural Terminology coding and understands the impact on reimbursement.

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Participate in professional development activities to develop own skills as a leader and technical expert for a UW Health Clinical Laboratories clinical program or operational area.

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Participate in continuing education activities that develop skills in leadership, management, and technical skills related to the laboratory profession.

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Network through professional organizations.

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Provide support and resources for research that enhances the reputation of UW Health Clinical Laboratories.

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Performs additional duties as assigned.

As needed, additional responsibilities reasonably within the scope of duties and physical requirements may be assigned.  ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS AND RESPECT FOR PEOPLE COMMITTMENTS.

X

Non-Clinical

JOB REQUIREMENTS

Bachelor’s degree in a chemical, physical, biological or clinical laboratory science, or medical technology.

Required

Master’s degree in Health Administration, Business Administration or Lab related technical area.

Preferred

Five years of relevant laboratory experience.

Required

Previous supervisory or management in a lab or clinical setting.

Preferred

American Society for Clinical Pathology registered as Medical Laboratory Scientist, Medical Technologist, Medical Laboratory Technician, Cytotechnologist, Specialist in Cytotechnology, Histotechnician, Histotechnologist, Technologist in Blood Bank, Specialist in Blood Bank, Phlebotomist, Diplomate in Laboratory Management or certification appropriate for Clin Lab department(s) managed.

Preferred

LICENSE, CERTIFICATIONS, AND REGISTRATIONS MUST BE MAINTAINED PER UW HEALTH POLICY. 

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Effective organizational, scheduling, planning, and communication skills.

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Effective leadership skills.

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Ability to implement change in a positive, sensitive and forward- thinking manner.

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Ability to collaborate and promote teamwork.

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Positive, can-do attitude coupled with a sense of urgency.

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Good judgment and ability to act decisively at the right time.

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Ability to develop and motivate staff.

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Ability to problem solve in a complex, multi-functional group.

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Ability to create a trusting, positive, and supportive work environment.

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Ability to function independently and deal with multiple, simultaneous projects.

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Ability to operate in high-pressure situations.

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Knowledge of budgeting, billing and cost analysis.

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Knowledge of quality control, quality assurance principles and proficiency testing procedures.

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Knowledge of TJC, CAP and CLIA regulations related to work area.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

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Sedentary: Ability to lift up to 10 pounds maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Although a sedentary job is defined as one, which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met.

Up to 10#

Negligible

Negligible

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Light: Ability to lift up to 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds. Even though the weight lifted may only be negligible amount, a job is in this category when it requires walking or standing to a significant degree.

up to 20#

Up to 10# or requires significant walking or standing or requires pushing/pulling of arm/leg controls.

Negligible or constant push/pull of items of negligible weight

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Medium: Ability to lift up to 50 pounds maximum with frequent lifting and/or carrying objects weighing up to 25 pounds.

20-50#

10-25#

Negligible-10#

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Heavy: Ability to lift up to 100 pounds maximum with frequent lifting and/or carrying objects weighing up to 50 pounds.

50-100#

25-50#

10-20#

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Very Heavy: Ability to lift over 100 pounds with frequent lifting and/or carrying objects weighing over 50 pounds.

Over 100#

Over 50#

Over 20#

Other - list any other physical requirements or bona fide occupational qualifications not indicated above:

Over 50 lbs.

UW Health does not require, nor does it expect that its employees lift more than 50 lbs unassisted. Objects in excess of 50 lbs should be lifted or moved with mechanical means or through a team lift. Employees in patient care areas are expected to utilize mechanical lifts and adhere to the "Use of Mechanical Lifts (Liko)" policy in the Patient Services Policy and Procedure Manual.

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.

THE EMPLOYEE MUST BE ABLE TO COMPLETE ALL PHYSICAL REQUIREMENTS OF THE JOB WITH OR WITHOUT AN APPROVED ACCOMODATION. Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.