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Overview

The Clinical Intake Specialist reports directly to the Manager of Case Management, providing high-level operational and administrative support within the Surgical Pathology department. This position is responsible for ensuring the accurate accessioning, tracking, and distribution of all surgical pathology specimens, tissue blocks, and slides, in accordance with CAP and CLIA standards.

The role requires advanced problem-solving skills, case resolution, and the ability to maintain strict compliance with regulatory requirements in a high-volume, fast-paced environment. The Clinical Intake Specialist will work closely with pathology faculty, residents, and clinical teams to support efficient and compliant case management workflows across multiple service areas. This position also provides mentorship to junior staff, assisting with SOP development, workflow management, and ensuring the department remains inspection ready.

The role involves cross-coverage and support in other laboratory areas as operational needs require, with appropriate training provided. This position is based in a high-volume pathology department, requiring the ability to manage a fast-paced, high-stakes workload. The role requires strong organizational skills, adaptability, and the ability to work independently while maintaining strict compliance with regulatory standards. The candidate must be comfortable in a dynamic, clinical setting, managing competing priorities, and working under pressure to meet deadlines.

Principal Responsibilities: Manage and oversee the accessioning and tracking of all incoming surgical pathology specimens, blocks, and slides using laboratory information systems, ensuring compliance with CAP and CLIA standards. Review and verify submitted specimens, requisitions, and reports for completeness and patient identity verification, ensuring accurate and efficient specimen processing in alignment with regulatory guidelines. Enter detailed patient and specimen data including demographics, physician information, originating institution, and appropriate billing codes. Perform pre-review of accessioned cases to identify errors or discrepancies before submission to the pathologist. Lead troubleshooting efforts for accessioning and specimen-related issues, identifying problems and coordinating with internal teams to resolve them in a timely, efficient manner. Collaborate with pathology faculty, fellows, residents, and clinical staff to coordinate additional material requests and route specimens/blocks to appropriate service areas for diagnosis or consult. Coordinate and lead the processing of external reports and consultation requests, ensuring timely data and accurate scanning into the Pathology Portal. Serve as a key resource for case management team members, providing leadership support, mentorship, and training as necessary to maintain high operational standards and compliance. Develop, update, and enforce departmental Standard Operating Procedures (SOPs) for accessioning and specimen processing, ensuring they are aligned with best practices and regulatory guidelines. Provide back-up support for front desk reception, including telephone management, pathology report mailing, and slide room assistance. Order ancillary patient testing (e.g., PD-L1, HER2, ER/PR, MMR) when necessary, ensuring proper documentation and workflow coordination. Monitor case quality, ensuring that all case-related documentation, specimens, and materials are appropriately managed and marked for quality assurance review. Provide high-level cross-coverage and operational support in all areas of the Case Management Department, as directed by the Manager, including Tumor Profiling and Hematopathology/Gastrointestinal Liaisons. Support the Manager in maintaining inspection readiness, ensuring the department adheres to CAP, CLIA, and institutional standards and participates in quality assurance initiatives. Perform other duties as required to support the Pathology Department's goals, ensuring efficient workflows and regulatory compliance. Provide cross-coverage and support in other laboratory areas as operational needs require, with appropriate training provided.

Required Skills and Abilities

1. Demonstrated recent work experience in case management and specimen accessioning within a clinical or pathology department. Proven experience identifying, troubleshooting, and resolving complex data entry and specimen-related issues.

2. Excellent multitasking skills, with the ability to maintain high levels of accuracy while working independently and in a team-oriented environment. Demonstrated ability to handle confidential and sensitive information in accordance with HIPAA guidelines and institutional privacy policies.

3. Proven experience and excellent skills with data entry, tracking, and case management from receipt to finalization in a fast-paced results driven work environment.

4. Advanced skills in prioritizing and managing high-volume workflows, ensuring timely and accurate case processing in a dynamic, high-pressure environment.

5. Advanced organizational and problem-solving skills, with the ability to identify discrepancies, track errors, and implement effective corrective actions. Excellent communication skills with the ability to interact effectively with pathologists, clinicians, and administrative staff, both internally and externally.

Preferred Skills and Abilities

1. Bachelor’s Degree in Biological Sciences, Healthcare Administration, or a related field; Two plus years of experience in   Health Care  with a focus on high-volume specimen accessioning and case management.

2. Familiarity with ancillary testing procedures (e.g., PD-L1, HER2, ER/PR, MMR) and standard pathology testing protocols.

3 Knowledge of laboratory regulatory and accreditation requirements, including standards established by CAP and CLIA, with ability to follow policies for inspection readiness and compliance.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems.  Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.   2. Oversees, instructs, and coordinates activities of support staff.  Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.   3. Provides editorial support for a journal/publication.  Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.   4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.  Assembles and arranges for necessary items.  Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.   5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.  Screens and responds to mail.   6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures.  Composes substantive correspondence and written material.   7. Coordinates travel arrangements.  Schedules and coordinates meetings and appointments.  Orders and maintains inventory of supplies.  Takes minutes or dictation.  Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

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Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.

About Yale University

Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.

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