Clinical Intake Specialist

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Hourly Range

$31.83

Overview
This position reports directly to the Manager of the Case Management area providing a high level of administrative support in a clinical area. This position is responsible for receiving, opening, logging, accessioning and distribution of all incoming specimens, blocks, and slides for the department; case resolution; requests for additional materials; data entry into all software programs to ensure proper tracking and monitoring of all cases (CoPath, Pathology Portal, Footprints); as well as providing support, assistance, and back-up for the Sr/Lead Clinical Intake Specialist, Front Desk Reception, Service Liaisons, Management, and other duties related to Case Management. Perform case intake/accessioning of all SurgPath specimens into the Pathology Information System(s) with the utmost attention to detail. Examine all submitted materials/specimens and requisitions/reports for completeness and verification of the patient’s identity prior to accessioning specimens. Enter each case with accuracy while verifying demographics, physician information and originating institution location. Enter patient data and specimen data information into CoPath to assign the specimen to the correct patient. Enter Billing Codes, as determined and necessary. Perform pre-review of all cases being accessioned in order to identify errors, prior to submitting to Pathologist. Prepare specimens, blocks, slides, etc. for routing to appropriate laboratory area and/or Pathologist for diagnosis. Track problems/changes during case in-take and make the necessary corrections/amendments. Troubleshoot and resolve all issues in a timely and efficient manner. Provide outreach for necessary requests, accession materials, and route specimens/blocks to appropriate service areas. Request additional material from outside institutions as requested by faculty, fellows and residents, YNHH clinicians. Manage own workflow, triage and prioritize accessioning cases and/or referrals for specialty services, with all other duties within the Case Management area. Answers, screens, triages telephone calls and assesses nature of business. Responds to requests for information and provides assistance when needed. Obtains all pertinent information required prior to forwarding message. Processing of External Reports/Consultations and Send Out Tests, which includes entering information into CoPath, and scanning reports into Pathology Portal. Maintain up-to-date records of pathology reports, specimen materials and cases marked for quality assurance. Provides back up support for front desk reception, mailing hard copy pathology reports and slide room assistance. Ordering ancillary testing, such as, but not limited to – PD-L1, MMR, HER2, ER & PR, when necessary. Performs additional functions incidental to office activities. Provides back up to the Heme Path& GI Liaison, Tumor Profiling, Front Desk Reception, as necessary and determined by Manager or Lead. Work with Manager/Lead to create and develop Standard Operating Procedures for Case Management area. Provides support and assistance to all staff within Case Management and Slide File Room, as required and requested by Manager or Lead. Performs additional duties as required or assigned, in support of the Pathology Department. This position will also provide cross coverage for other areas within the department as needed. Training will be provided.

Required Skills and Abilities
1. Working knowledge of medical terminology, computer software (Outlook, Microsoft Word, Excel,PowerPoint, etc.).

2. Minimum of one-year demonstrated ability in Accessioning.

3. Excellent typing and communication skills and Ability to multi-task, prioritize and work independently in a fast-paced environment.

4. Strong customer service orientation; demonstrate professionalism, maturity, good judgment, ability tohandle matters of a confidential or sensitive nature, following HIPPA guidelines. Excellent interpersonalskills, able to work with all level of staff as a team player, as well as independently.

Preferred Skills and Abilities
1. Demonstrated ability utilizing Electronic Medical Records (EPIC) & Pathology Software (CoPath).

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems.  Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.   2. Oversees, instructs, and coordinates activities of support staff.  Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.   3. Provides editorial support for a journal/publication.  Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.   4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.  Assembles and arranges for necessary items.  Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.   5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.  Screens and responds to mail.   6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures.  Composes substantive correspondence and written material.   7. Coordinates travel arrangements.  Schedules and coordinates meetings and appointments.  Orders and maintains inventory of supplies.  Takes minutes or dictation.  Performs additional functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Required License(s) or Certification(s)

Required License(s) or Certification(s):

Physical Requirements

Physical Requirements:

Job Posting Date

02/02/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Time Type

Full time

Duration Type

Staff

Work Model

On-site

Location

20 York Street, New Haven, Connecticut

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.