Office Support Specialist - Veterinary Diagnostic Laboratory

Duties Responsibilities Client Services and Laboratory Information Coordination

• Serves as primary point of contact for clients, veterinarians, laboratory personnel, faculty and staff regarding laboratory services, testing requirements, submission procedures, reports, account information and established VDL processes.
• Responds to client inquiries received by phone, email and in person to provide accurate information, clarifying requirements, and assisting with routine questions related to laboratory services and business office functions.
• Creates and maintains client accounts and related information within applicable system, ensuring accuracy and completeness of client records required for laboratory services, financial processing and communication.
• Documents client communications, inquiries and follow-up activities within appropriate systems in accordance with the VDL quality requirements.
• Collaborates with laboratory personnel, business office staff,and external stakeholders to obtain, verify and communicate information necessary for accurate case processing and effective client service.
• Provides information and assistance regarding laboratory reports, testing resources, submission requirements, and available VDL services.
• Participates in VDL quality assurance activities by maintaining accurate documentation, following established procedures, and supporting continuous improvement activities.

• Maintains, reviews, verifies and updates laboratory and client information within the Laboratory Information Management System (LIMS) and other electronic systems according to established VDL procedures.
• Processes requests for laboratory information, including report retrieval, documentation requests, and release of information in accordance with established procedures and confidentiality requirements.
• Performs queries and retrieves information from electronic systems to support quality assurance activities, reporting needs, client requests and operational requirements.
• Maintains laboratory records retention processes by organizing, scanning, labeling, and filing case-related documentation according to VDL requirements.
• Creates and maintains electronic files, spreadsheets, and reports to support laboratory operations, client communications, and information requests.
• Reviews information within electronic systems and related documentation for accuracy and completion as needed.

• Processes and records client payments, including credit card transactions and other payment methods, following established procedures.
• Maintains client account information required for financial processing, laboratory records, and reporting activities.
• Provides routine financial information to clients, including invoice copies, account balances, and payment history information.
• Maintains accurate payment records and supporting documentation related to business office transactions.
• Reviews routine financial information and assists with transaction tracking, documentation, and record maintenance activities, supporting accounts receivable operations.
• Identifies routine discrepancies in financial records and refers items requiring additional review to appropriate business office personnel.
• Assists with preparation of financial documentation and reports related to established business office processes.