Laboratory Assistant

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Full Time Administrative Staff Chicago, IL, US

Department: Diagnostics – Laboratory
Employment Type: Full-Time
Reports To: Laboratory Manager / Diagnostics District Manager
Work Location:Chicago (60647 zip code)

At EPIC Health, we are committed to delivering high-quality, patient-centered healthcare through reliable clinical services and efficient operations. Our Diagnostics team plays a critical role in supporting accurate laboratory testing, timely results, and continuity of patient care across our primary care locations.

We are seeking a highly organized, detail-oriented Laboratory Operations & Reconciliation Assistant to support specimen tracking, laboratory result reconciliation, downtime documentation, and reference laboratory coordination. This role is essential to maintaining specimen traceability, documentation accuracy, and efficient laboratory workflows across multiple locations.

The ideal candidate is analytical, proactive, accountable, and comfortable managing high-volume documentation while collaborating with laboratory technicians, management, providers, and external laboratory partners.

Receive, inspect, and accurately log incoming specimens according to established laboratory procedures.

Verify specimen labeling and required identifiers before accepting and processing specimens.

Maintain organized tracking records documenting specimen receipt, status, location, and final disposition.

Ensure specimens are routed to the appropriate testing sections within established turnaround time goals.

Identify and elevate labeling issues, missing information, or specimen discrepancies in accordance with laboratory policy.

Reconcile analyzer output with LIS entries, EHR documentation, and supporting laboratory records.

Verify that specimens are accounted for from receipt through final disposition.

Identify discrepancies involving missing results, mismatched identifiers, incomplete orders, duplicate entries, or inconsistent documentation.

Maintain accurate reconciliation logs, tracking spreadsheets, and documentation control records.

Monitor unresolved cases and aging discrepancies, escalating outstanding issues to laboratory management.

Complete reconciliation activities within established timelines while maintaining accuracy and documentation integrity.

Maintain complete manual accession logs and tracking records during LIS or system downtime.

Reconcile printed analyzer results against manual tracking sheets on a daily basis.

Organize downtime records and prepare structured information for accurate system re-entry once systems are restored.

Verify that manually documented results and orders are reconciled following system recovery.

Maintain downtime documentation in an organized, inspection-ready format.

Escalate unresolved discrepancies and potential delays that may affect patient care or reporting timelines.

Track send-out specimens from initial accessioning through receipt of final results.

Verify that reference laboratory requisitions contain required patient demographic, ordering provider, and billing information.

Monitor reference laboratory turnaround times and follow up on pending or delayed results.

Communicate with reference laboratory representatives and internal care teams to resolve missing documentation, specimen issues, and outstanding results.

Escalate reference laboratory issues within established time frames.

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