Cryostorage Administrative Specialist Job Trumbull area,Connecticut USA,Administrative/Clerical

Description

Position Title: Cryostorage-Administrative Specialist

Location: Onsite

Job Status: Non-Exempt

Reports to: Biorepository Director

For over 30 years, Reprotech has been the expert in long-term reproductive cryostorage. We are a trusted cryostorage facility that provides extended storage services to both IVF centers and oncology professionals. Operating across the United States, Reprotech maintains a substantial presence with five strategically located facilities, serving our valued patients and the network of esteemed reproductive laboratories with which we collaborate closely.

Position

Summary

Responsibilities include performing the day-to-day activities of the designated office which provides long-term storage of reproductive tissues. These activities include tank testing and maintenance, inventory of specimens, shipping and receiving of specimens, termination of specimens, as well as performing pickup and deliveries of reproductive tissue. It also includes receiving incoming calls and inquiries, responding to emails, opening accounts, scheduling, as well as some billing and collection activities.

It is expected that all Cryostorage-Administrative Specialists work both independently and as an integral member of the office team and have a deep understanding of all Repro Tech systems and procedures.

Detailed

Duties & Responsibilities

Enter new and return inventory into inventory system
Review electronic files for all testing and forms required for specimen storage
Answer phone inquiries
Work with clinics to schedule & coordinate the shipment of Client Depositor specimens
Prepare shipping forms and documents
Pack shipping tanks and document transfer verification
Perform specimen pick-up and deliveries, both via in-person visits to clinics and via shipping courier
Add/remove specimens from storage
Document the termination of accounts
Final disposition of specimens
Weekly addition of liquid nitrogen to storage and shipping tanks
Weekly testing and documentation of storage tank monitoring systems
Yearly QC Preventative Maintenance Testing of shipping tanks
Ongoing maintenance of storage and shipping tanks, including cleaning mushrooms, and labeling tanks and mushrooms
On-call responsibility as required
Monitor shipments
Train new hires on essential job duties under the supervision of the Biorepository Director and Assistant Biorepository Director
Maintain a working knowledge of applicable regulatory agencies such as FDA and their related regulatory requirements for the shipping and storage of reproductive tissue.
Stay current on all Reprotech policies and procedures, including Reprotech Office Manual, Employee Handbook, SOPs, and complete required training for regulatory compliance, such as OSHA and HIPAA.
Assist with Change Order revisions

ESSENTIAL DUTIES and RESPONSIBILITIES ADMINISTRATIVE SPECIALIST:

Client Depositors: document prospective Client Depositor account status, record data, create invoices, and receive payments in Acumatica
Client Depositors: create accounts, coordinate correspondence, obtain required forms or documents, review all accounts for accuracy
Monitor accounts receivable and contact clients regarding past-due balances as needed
Create UPS Airbills, as needed
Assist with transfer of ownership pertaining to embryo/tissue donation as needed
File maintenance/archiving of tank room documents
Process inbound client documents, adding notes to client account in Acumatica and delivering information to appropriate staff
Receive, sort, and distribute mail, and process checks
Docu Sign File organization/review/follow-up
File Reviews
Follow up on Auto Charge Declines, Financial Assistance, Minor Clients, Deceased Client Depositors, etc.
Third Party billing tasks as assigned
Provide Documents, links, and brochures to appropriate clients and clinics
Assist in monthly invoicing tasks as needed
Inactive Accounts: file maintenance/disposition of documents
Contact clients for updated addresses/contact information as needed

Additional Duties and Responsibilities