Laboratory Operations & Reconciliation Assistant

Department: Diagnostics – Laboratory
Employment Type: Full-Time
Reports To: Laboratory Manager / Diagnostics District Manager
Work Location: Chicago (60647 zip code)

About EPIC Health

At EPIC Health, we are committed to delivering high-quality, patient-centered healthcare through reliable clinical services and efficient operations. Our Diagnostics team plays a critical role in supporting accurate laboratory testing, timely results, and continuity of patient care across our primary care locations.

We are seeking a highly organized, detail-oriented Laboratory Operations & Reconciliation Assistant to support specimen tracking, laboratory result reconciliation, downtime documentation, and reference laboratory coordination. This role is essential to maintaining specimen traceability, documentation accuracy, and efficient laboratory workflows across multiple locations.

The ideal candidate is analytical, proactive, accountable, and comfortable managing high-volume documentation while collaborating with laboratory technicians, management, providers, and external laboratory partners.

What You'll Do

Specimen Accessioning & Tracking

• Receive, inspect, and accurately log incoming specimens according to established laboratory procedures.

• Verify specimen labeling and required identifiers before accepting and processing specimens.

• Maintain organized tracking records documenting specimen receipt, status, location, and final disposition.

• Ensure specimens are routed to the appropriate testing sections within established turnaround time goals.

• Identify and escalate labeling issues, missing information, or specimen discrepancies in accordance with laboratory policy.

Laboratory Result Reconciliation — Primary Responsibility

• Reconcile analyzer output with LIS entries, EHR documentation, and supporting laboratory records.

• Verify that specimens are accounted for from receipt through final disposition.

• Identify discrepancies involving missing results, mismatched identifiers, incomplete orders, duplicate entries, or inconsistent documentation.

• Maintain accurate reconciliation logs, tracking spreadsheets, and documentation control records.

• Monitor unresolved cases and aging discrepancies, escalating outstanding issues to laboratory management.

• Complete reconciliation activities within established timelines while maintaining accuracy and documentation integrity.

Laboratory Downtime Operations

• Maintain complete manual accession logs and tracking records during LIS or system downtime.

• Reconcile printed analyzer results against manual tracking sheets on a daily basis.

• Organize downtime records and prepare structured information for accurate system re-entry once systems are restored.

• Verify that manually documented results and orders are reconciled following system recovery.

• Maintain downtime documentation in an organized, inspection-ready format.

• Escalate unresolved discrepancies and potential delays that may affect patient care or reporting timelines.

Reference Laboratory Coordination

• Track send-out specimens from initial accessioning through receipt of final results.

• Verify that reference laboratory requisitions contain required patient demographic, ordering provider, and billing information.

• Monitor reference laboratory turnaround times and follow up on pending or delayed results.

• Communicate with reference laboratory representatives and internal care teams to resolve missing documentation, specimen issues, and outstanding results.

• Escalate reference laboratory issues within established timeframes.

• Support accurate filing and scanning of reference laboratory reports into the appropriate patient charts.

Hematology Cross-Training & Workflow Support

• Complete cross-training on hematology analyzer operations as assigned.

• Assist with specimen loading, routine maintenance tasks, and workflow support within the employee's training and authorized responsibilities.

• Provide additional support to the hematology section during staffing shortages or increased testing volume.

• Follow established procedures for equipment operation, quality control, specimen handling, and laboratory safety.

• Balance cross-training and operational support duties with primary specimen reconciliation responsibilities.

Quality Assurance & Regulatory Compliance

• Audit laboratory documentation daily for completeness, consistency, and accuracy.

• Ensure critical results are documented and communicated according to established laboratory policies and required timeframes.

• Maintain organized weekly retention of printed laboratory reports and supporting documentation.

• Assist with preparation for regulatory inspections, internal audits, and quality reviews.

• Follow laboratory safety, infection prevention, biosafety, specimen storage, and chain-of-custody procedures as applicable.

• Protect confidential patient information and follow HIPAA requirements and organizational policies.

• Identify recurring errors, workflow gaps, and opportunities to improve accuracy, efficiency, and compliance.

Operational Support & Continuous Improvement

• Maintain organized specimen storage areas and assist with laboratory supply inventory.

• Support laboratory technicians with documentation, report management, scanning, indexing, and workflow efficiency.

• Use Excel and other approved systems to maintain tracking logs, audit records, and reconciliation reports.

• Collaborate with the Laboratory Manager, Diagnostics District Manager, laboratory technicians, and technical consultants to resolve operational issues.

• Proactively identify process inefficiencies and recommend practical improvements.

• Contribute to a collaborative, accountable, and positive team environment.

• Perform additional duties and work at other locations as assigned based on operational needs.

What You Bring

Required Qualifications

• Strong attention to detail and the ability to maintain accurate records in a high-volume laboratory environment.

• Proficiency in Microsoft Excel, including maintaining tracking spreadsheets, organizing data, and identifying discrepancies.

• Strong organizational, analytical, problem-solving, and time-management skills.

• Ability to manage multiple priorities and meet time-sensitive documentation and reconciliation deadlines.

• Strong written and verbal communication skills, including the ability to escalate discrepancies promptly and clearly.

• Ability to follow established procedures, protect confidential information, and maintain accurate documentation.

• Commitment to laboratory safety, infection control, quality standards, and continuous improvement.

• Ability to work collaboratively across laboratory teams and multiple clinical locations.

Preferred Qualifications

• Previous experience in laboratory operations, specimen processing, laboratory administration, or medical records reconciliation.

• Familiarity with laboratory information systems (LIS), electronic health records (EHR), and laboratory analyzers.

• Experience reconciling laboratory orders, analyzer results, reference laboratory reports, or patient documentation.

• Knowledge of specimen accessioning, labeling, storage requirements, and chain-of-custody procedures.

• Experience maintaining manual logs or documentation during system downtime.

• Familiarity with hematology workflows and laboratory quality assurance processes.

• Experience supporting multiple clinical or laboratory locations.

EPIC's Values & Approach

We look for team members who take ownership, respond quickly, and continuously improve how work gets done. In this role, you will be expected to:

• Take Ownership: Follow discrepancies through resolution rather than assuming someone else will address them.

• Pursue Continuous Improvement: Identify workflow dysfunction, analyze root causes, and recommend measurable improvements.

• Deliver High Performance: Balance accuracy, productivity, and accountability while meeting operational expectations.

• Collaborate as a Team: Work closely with laboratory staff and leadership to support reliable, high-quality results.

• Stay Responsive: Communicate issues promptly and take action to prevent avoidable delays.

• Build a Positive Culture: Contribute to a supportive, engaging workplace where high standards and teamwork go hand in hand.

Physical & Work Environment Requirements

• Ability to sit or stand for extended periods.

• Ability to perform repetitive manual tasks requiring precision and sustained attention.

• Ability to lift and carry up to 25 pounds.

• Ability to work in a clinical laboratory environment and wear required personal protective equipment (PPE).

• Ability to follow applicable laboratory safety, infection control, and biosafety procedures.

Reasonable accommodations may be available to enable qualified individuals to perform the essential functions of the role.

Why Join EPIC Health?

• Play a meaningful role in supporting accurate laboratory results and patient care.

• Develop experience across laboratory operations, reconciliation, and quality assurance.

• Work with a collaborative Diagnostics team supporting multiple clinical locations.

• Contribute to operational improvements that strengthen laboratory performance.

• Grow your skills through cross-training and ongoing professional development.

Employment Requirements

Employment is contingent upon successful completion of applicable background checks and other pre-employment requirements. Employees must follow all applicable laboratory policies, confidentiality requirements, safety procedures, and organizational standards.

EPIC Health is an Equal Opportunity Employer.

Apply today to join EPIC Health's Diagnostics team and help ensure every specimen, result, and record is accurately tracked and accounted for.