Health Information Specialist - Veterinary Diagnostic Laboratory

University of Illinois Urbana-Champaign; Urbana (IL); On-site; USD 52,000 - 73,000; Full time

Job summary

The University of Illinois Urbana-Champaign is seeking a Health Information Specialist to manage laboratory and client data within the LIMS and related systems, ensuring accuracy and compliance with VDL guidelines.

The role includes processing information requests, maintaining records, supporting QA activities, and training student workers to uphold data integrity across the laboratory information lifecycle.

Responsibilities

• Maintain and update laboratory and client data in the LIMS and related systems.
• Respond to routine and complex client inquiries via phone, email, and in person.
• Process requests for reports, documentation, and release of information in compliance with procedures.
• Maintain laboratory records according to retention requirements and guidelines.
• Support quality assurance, continuous improvement activities, and training for student workers.

Job description

Laboratory Information, Records, and Quality Assurance

• Serves as a specialized resource for the management of laboratory and client information within the LIMS and related systems, applying knowledge of VDL processes, information requirements, and procedures to support information accuracy, integrity, and laboratory operations.
• Maintains, reviews, verifies, and updates laboratory and client data within the LIMS and other applicable systems; identifies discrepancies or incomplete information and takes appropriate action in accordance with established procedures, escalating issues to the supervisor when appropriate.
• Monitors and evaluates laboratory information made available to clients through VDL resources, including test lookup and website content, to verify accuracy, completeness, and consistency with information maintained in the LIMS; researches discrepancies or missing information and escalates issues as appropriate.
• Processes requests for laboratory information, including report retrieval, documentation requests, and release of information, in accordance with established procedures, confidentiality requirements, and applicable VDL guidelines.
• Maintains laboratory records in accordance with established retention requirements, including organizing, scanning, labeling, filing, retrieving, and assisting with the authorized destruction of case-related documentation in accordance with applicable VDL and AAVLD guidelines.
• Participates in functional testing of LIMS updates, new releases, and new laboratory tests to evaluate their impact on VDL workflows, information accuracy, and reporting requirements; documents and communicates identified issues and escalates concerns when appropriate.
• Performs queries in the LIMS and other applicable systems in response to client inquiries and to support quality assurance, compliance reporting, and operational needs
• Creates and maintains electronic files, spreadsheets, and other documentation to support laboratory operations, records management, client communications, and information requests.
• Participates in VDL quality assurance and continuous improvement activities by identifying information or process issues, maintaining required documentation, and supporting established corrective and improvement activities.
• Trains and provides guidance to student workers on information management procedures; assists with coordinating routine work and assigned tasks when higher-level staff are unavailable.

Client Services and Laboratory Information Management

• Serves as a primary point of contact for clients regarding VDL laboratory services, testing requirements, submission procedures, laboratory reports, client accounts, and related processes.
• Responds to routine and complex inquiries received by phone, email, and in person, utilizing the LIMS and other applicable systems to research, verify, and communicate accurate information.
• Documents client communications, inquiries, and follow-up activities within the LIMS and quality assurance systems in accordance with VDL documentation and quality requirements.
• Collaborates with laboratory personnel, faculty, and other VDL staff to obtain, verify, and communicate information necessary to resolve client inquiries and support effective service delivery.

Financial and Business Office Information Support

• Maintains and verifies client account information within the LIMS and applicable University financial systems, including Banner, and retrieves information from these systems to respond to routine client inquiries regarding invoices, account balances, laboratory charges, payment history, and account activity.
• Processes and records client payments, including credit card transactions and other payment methods, in accordance with established VDL and University procedures.
• Compares routine client account information between the LIMS and Banner to identify discrepancies and ensure information is accurately maintained; refers issues requiring additional review to appropriate personnel.
• Maintains documentation and generates or assists with reports and supporting documentation related to client accounts, invoices, payments, and other business office transactions using the LIMS, Banner, and other applicable systems.
• Performs other duties related to the Health Information Specialist position as assigned.