Lab Accessioning & Order Management Specialist

Role Overview

The Lab Accessioning & Order Management Specialist receives incoming patient specimens and test requisitions at OBD's CLIA-certified clinical laboratory in Frederick, MD, and logs every sample accurately so testing can begin without delay. Reporting to the Sr. Director of Laboratory Operations, this role is the first quality checkpoint in the lab: accurate, complete data at accessioning protects turnaround time, supports billing, and ensures patients and physicians receive reliable EpiSwitch results.

Key Responsibilities

Specimen receipt and accessioning (45%)

• Receive, unpack, and inspect incoming specimen shipments and blood collection kits from physician offices, clinics, mobile phlebotomy partners, and couriers.
• Verify each specimen against its test requisition form: two patient identifiers, collection date/time, ordering provider, test ordered, and specimen integrity.
• Assign accession numbers, label specimens, and log them in the Laboratory Information System (LIS) / order management system.
• Record specimen condition, temperature, and stability; route accepted samples to testing promptly and store specimens per SOP and retention requirements.
• Assess specimen suitability for testing.

Order Management and data entry (30%)

• Enter patient demographics, provider details, clinical information, ICD-10 diagnosis codes, and insurance information accurately and completely into Order Management System (OMS).
• Scan and index requisitions, insurance cards, and supporting documents into the electronic record.
• Maintain data accuracy that supports downstream reporting, billing, and revenue-cycle processes.

Discrepancy resolution and customer support (15%)

• Identify missing or mismatched information, unlabeled or mislabeled specimens, and QNS or compromised samples.
• Document and escalate rejections and discrepancies; work with Customer Service and provider offices to obtain corrections quickly.
• Track open holds to resolution to protect turnaround time.

Quality, compliance, and lab support (10%)

• Follow CLIA, CAP, New York State, and HIPAA requirements and all laboratory SOPs; protect patient health information at all times.
• Complete required logs, documentation, and quality metrics; take part in audits as assigned.
• Support collection kit inventory and outbound kit shipping; keep the accessioning area clean, organized, and compliant with biosafety standards.
• Perform other duties as assigned.

Qualifications and Experience

• High school diploma or GED required; Associate's or Bachelor's degree in a life science or health-related field preferred.
• Phlebotomy or specimen processing certification preferred but not required.
• 1+ year of experience in specimen accessioning, specimen processing, medical data entry, or a clinical/healthcare administrative role; experience in a CLIA/CAP-certified clinical or molecular laboratory preferred.

Skills

• Fast, highly accurate data entry and management, with strong attention to detail.
• Working knowledge of medical terminology; familiarity with ICD-10 codes and requisition requirements a plus.
• Comfortable with LIS/EHR systems, Microsoft Excel, and web-based portals.
• Strong organization; able to prioritize time-sensitive specimens during periods of high volume.
• Clear written and verbal communication with provider offices and internal teams, and sound judgment on when to escalate.
• Able to lift and carry packages up to 25 lbs, work with biological specimens using required PPE, and read small labels and barcodes.