Lab Operations Coordinator - RMA of New York - Long Island : Job Details

At RMA Long Island, we specialize in helping individuals and couples start or expand their families through cutting-edge reproductive technology. With high success rates in IVF and healthy pregnancies, we proudly serve patients throughout Nassau and Suffolk Counties. By joining our team, you'll work alongside some of the most talented professionals in the industry, making a meaningful impact on the lives of our patients.

This position serves the Embryology Department by ensuring the smooth operation of logistics, interdepartmental and external coordination, and administrative support. The Operations Coordinator is responsible for overseeing processes related to tissue transport, cryo inventory, regulatory compliance, and administrative tasks that support laboratory functions. This is a non-exempt position.

Responsibilities include, but not limited to:

Communication- Patients, Nursing, Laboratory Staff, Physicians, Billers, Software Engineers

• Daily communication with patients, nursing staff, laboratory staff, and billers to ensure seamless communication during transport and discard of cryopreserved tissue.
• Explain and witness patient consents.
• Assist patients with scheduling appointments and hiring couriers.
• Serve as the primary point of contact for tissue transport and cryo inventory issues including regulatory concerns with the ability to triage and escalate issues as necessary.
• Ability to track and complete tasks on time as well as perform appropriate follow up on tasks to ensure high quality service is provided to patients and stakeholders.
• Collaborate with clinical and laboratory staff to ensure patients receive excellent customer service.

Operations Responsibilities

• Develop and maintain inventory for cryopreserved tissue in compliance with regulatory agencies.
• Attend meetings and take notes.
• Input laboratory data into SART and EMR systems, ensuring accuracy and timely updates for patient management.
• Serve as a point of contact for internal teams and patients addressing inquiries related to inventory and laboratory processes in a professional and compassionate manner.
• Resolve cryo inventory discrepancies, transport paperwork issues, and regulatory/operations matters.
• Retrieve documentation and medical records from EMR.
• Resolve data discrepancies in EMR.
• Oversee the scheduling and coordination of frozen sperm, oocyte and embryo shipments.
• Manage cryo storage space logistics, ensuring appropriate designation of storage spaces in accordance with infectious disease testing results.
• Assist with coordinating couriers and shipments for laboratory.
• Support laboratory operations by performing additional tasks as assigned by the laboratory director.
• Ability to properly triage issues to appropriate staff when necessary.
• Track and report pregnancy results to sperm and oocyte banks.

Technical Responsibilities

• Document and maintain comprehensive laboratory records, including sample tracking, test results, and inventory management, ensuring compliance with regulatory agencies.
• Support adherence to regulations and quality standards.
• Ability to troubleshoot EMR issues and coordinate solutions with EMR programmers and escalate / report to leadership as needed.
• Utilize critical thinking to develop laboratory-related queries and operational algorithms based on RMANY SOP's.
• Handle cryopreserved specimens, including moving specimens between liquid nitrogen storage dewars and transport tanks.
• Perform witnessing of procedures with precision and accuracy.

Qualifications:

• Bachelor's degree preferred.
• Ability to work independently and with good judgment.
• Previous experience in an administrative role within a clinical or laboratory setting is desirable.
• Ability to work weekends and holidays as scheduled.

Why Join Us?

This position offers a unique opportunity to gain valuable clinical experience in a high-impact environment. You'll work alongside an expert team in reproductive care, directly supporting patients on their fertility journey.

Be part of something meaningful. Apply today and help make a difference in our patients' lives.

Compensation: $23- $25 per hour