Office Support Specialist - Veterinary Diagnostic Laboratory

Experience Champaign Urbana; Urbana (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Experience Champaign Urbana in Urbana, IL seeks a qualified professional to serve as the primary contact for clients and veterinary and lab staff, guiding submission procedures, reports, and account information while upholding VDL processes and quality standards.

You will maintain client records in the LIMS, handle information requests and release of information, support financial processing, and ensure accurate communication across laboratory services and business operations.

Responsibilities

• 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 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.

Job description

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.

Laboratory Information Management and Records Support

• 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.

Financial and Business Office Support

• 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.