Laboratory Assistant

Job Responsibilities:

Job Responsibilities (Embryology and Andrology)

Greet patients, provide instructions for specimen collection/transport, receive/send/accession fresh and frozen specimens.

Accurately document all aspects of laboratory procedure in associated written and digital transcription formats. Enter patient data in EMR and other databases, record Quality Control (QC) data for laboratory equipment monitoring, media and supply testing. Requires proficiency with EMR and software programs such as MS Excel and Word.

Respond to lab related questions from physicians, clinical and administrative staff, patients, and outside vendors.

Checks laboratory emails and patient portal with appropriate follow up action – answer calls, make important notations on patient records, inform laboratory staff of important updates, and document and/or track Embryology Daily Schedule (EDS).

Scan and upload lab reports and records to EMR. Retrieve and file patient charts.

Prepare culture dishes and aliquot media.

Accession incoming specimens and log out specimens being sent out to reference laboratories, other clinics or storage facilities.

Function as witness for embryologists and other laboratory staff performing procedures. Witnessing or spotting is a critical step to verify correct patient information and unique specimen identifiers prior to performing laboratory procedures.

Prepare, package, and track frozen biopsy specimens for courier pickup and transportation to the appropriate reference lab.

Communicate with couriers and outside labs.

Schedule procedures utilizing knowledge and understanding of procedure types, timing requirements and prioritization needs.

Review patient consents and treatment plans for upcoming cycles to ensure all associated consents and details are completed accurately, per lab Requisitions.

Review data entry at end of cycle for completeness and accuracy

Performs ancillary procedures required to control for and improve the quality of services provided by the laboratory (include the preparation and labeling of media and tissue culture materials, media and supply testing, equipment monitoring).

Perform and record laboratory Quality Control checks and address outliers; notify supervisor as appropriate or when any data points are outside acceptable of parameters.

Order and maintain inventory of laboratory consumables and other supplies.

Safely handle and package medical waste as per NYULFC protocols.

Clean and sterilize laboratory equipment as per NYULFC protocols.

Perform other miscellaneous job duties as determined by laboratory leadership.

Job Responsibilities (Cryostorage)

Review and approve patient consent forms for final disposition of cryopreserved specimens. Organize specimens and paperwork accordingly while awaiting final disposition to either discard or donate to research.

Carefully handle and/or function as witness to verify specimens during disposal process.

Respond directly to patient and staff storage inquiries by phone, email, and patient portal regarding their cryopreserved specimens. Requires understanding of embryology clinical notations related to specimen quality, pre-implantation genetic testing results, and the ability to accurately convey specimen information to patients in a sensitive and compassionate manner.

Monitor embryology and cryostorage group email inboxes; respond as appropriate.

Provide support to other Fertility Center departments and Fertility Center business partners regarding cryopreserved specimen information.

Work closely with Program Manager to maintain tissue bank organization. Including, but not limited to, conducting clinic inventory, relocating specimens, new storage tank configuration, and retirement/disposal of old storage tanks.

Update paper and Electronic Medical Record (EMR) before and after handling specimens in a timely and accurate manner. Requires sharp attention to detail to ensure all information is correct and available to clinical teams through EMR.

Handle, coordinate and track shipments of cryopreserved tissue (eggs, embryos, sperm) into and out of the NYULFC per SOPs.

Interact directly with patients to clarify their intent, obtain applicable consents, explain process and provide clear instructions.

Correspond with patients and outside facilities to obtain records relevant to transport process.

Coordinate with outside facilities and couriers to schedule shipments utilizing knowledge and understanding of shipment types, timing requirements and prioritization needs.

Monitor shipments to ensure timely receipt, pickup and delivery.

Physically handle frozen specimens with utmost respect and care during loading and unloading procedures.

Function as witness for embryologists and other laboratory staff performing procedures. Witnessing or spotting is a critical step to verify correct patient information and unique specimen identifiers prior to performing laboratory procedures.

Update paper and digital records following transport procedures, including cryopreservation records, EMR, transport list, and associated accession/tracking logs.

Tracking of donor egg bank specimens and cycles, including data entry and outcome reporting.

Data entry and tracking of Preimplantation Genetic Testing (PGT) results and associated interpretations into patient EMR.

Notify Manager immediately of any discrepancies, occurrences or issues encountered on the job.

Safely dispense and utilize liquid nitrogen for disposal and transport procedures.

Strictly adhere to all tissue handling policies and procedures.

Perform other duties as assigned in times of high volume, inspections or as identified by leadership.

May be assigned other lab assistant tasks with appropriate training as needed.

Quality Control

Dispose of biological specimens in designated hazard containers.

Report equipment malfunctions to senior personnel promptly.

Follow departmental procedures and instructions.

Adhere to universal precautions for bloodborne pathogens and in accordance with procedures developed by the Program management.

Verify status of patient consent compliance related to cryostorage procedures.

Judgment/Decision Making
Seek information and ask for assistance from senior personnel when necessary regarding difficult or questionable clinical information or results.

Report untoward result or incident to senior personnel and prepare documentation as requested.

Initiative
Assume responsibility for on-going professional development and continuing education.

Volunteer assistance to others when assigned work is completed.

Seek additional tasks when the assigned work is completed.

Maintain a clean and safe working environment.

Planning and Utilization
Demonstrate alertness and adaptability to change in schedule and work conditions, respond appropriately.

Use time effectively by completing all assigned tasks.

Demonstrate the ability to recognize and deal with priorities

Additional Position Specific Responsibilities:
Attendance
1. Partake in weekend and holiday coverage as required and appropriate.
2. Provide proper notification of absences or tardiness.
3. Arrive at work on time as scheduled.
4. Adhere to School of Medicine and Departmental guidelines concerning sick time, vacation/personal time, and paid/unpaid leaves.
Additional Performance Standards
1. Adhere to School of Medicine and Departmental guidelines concerning rules of conduct, safety, security and patient confidentiality, etc. as outlined in the Employee Staff Handbook.
2. Maintain a professional appearance; wears identification badge at all times.
3. Must be able to perform lifting of 25 to 50 pounds.
4. Provide a high level of patient care and service.
5. Study and comply with OSHA requirements and HIPAA regulations.
6. Attend practice and department meetings as requested.
Excellent written and verbal communication skills with ability to interact appropriately with patients, physicians, nurses and all Fertility Center staff. Ability to work effectively as part of a multidisciplinary team. Sharp attention to detail in all aspects of care, including administrative tasks and data entry. Proficiency in Microsoft Excel and Outlook. Ability to navigate electronic medical records (EMR) and retrieve/input information as required. Capacity for multi-tasking and identifying priorities as needed. Must be able to lift up to 25-50lbs in weight for stocking, inventory, and shipping responsibilities.

Minimum Qualifications:
To qualify you must have a Education: High school diploma or GED
Experience: 0+ years