Pathology Logistics Specialist I

Join the transformative team at City of Hope, where we're changing lives and making a real difference in the fight against cancer, diabetes, and other life-threatening illnesses. City of Hope's growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, and treatment facilities in Atlanta, Chicago and Phoenix. Our dedicated and compassionate employees are driven by a common mission: To deliver the cures of tomorrow to the people who need them today.

As a successful candidate, you will:

The Pathology Logistics Specialist is responsible for ensuring the accurate, efficient, and timely support of laboratory samples throughout the collection and transportation process for the Department of Pathology, while also serving as a liaison for both clients and our performing laboratories to support service needs. This role bridges operational execution with customer support, ensuring high-quality service delivery and adherence to regulatory and internal standards.

SPECIMEN LOGISTICS:

• Coordinates the receipt, labeling, packaging, storage, and transportation of clinical laboratory specimens, ensuring compliance with safety, regulatory, and temperature control standards.

• Manage specimen flow between Clinical Network sites, internal laboratories, external laboratories, and support within COH system campuses and transport, including coordination with third-party services (dispatching couriers) as needed, ensuring delivery within established turnaround times.

• Utilizes the Laboratory Information System (LIS) to track, manage, and accurately document specimen receipt, delivery, and any issues (broken specimen tubes, inappropriate temperature during delivery and delays) that could impact specimen acceptability criteria.

• Enforces strict specimen identification protocols and ensures no unidentified specimens leave the facility of origin or are transported further until labeling concern has been resolved. Comply with all City of Hope policies and procedures, including HIPPA and Safety procedures.

• Utilizes the Laboratory Information System (LIS) to accession/order laboratory specimens as they are delivered to the receiving room, ensuring correct data entry of required elements, along with appropriately labeling specimens, always double-checking a minimum of two unique identifiers.

• Ensures all specimens are appropriately packaged for safe shipment, including manual safety check of all specimen containers. This applies to internal campus transportation and between all COH system facilities and laboratories.

• Requires traveling and back-up coverage when necessary for COH Pathology Logistics sites in Duarte and Irwindale.

• Actively supports the transport of specimens within the Rivergrade or Duarte campus.

• For the Rivergrade campus, this position will support specimen transport from and between receiving area(s) and to the destination lab(s).

• For the Duarte campus, this position may require transport of STAT specimens or support the specimen couriers during breaks or other related gaps in transport coverage.

• Properly packages ambient, refrigerated, and frozen specimens, storing in the correct location/temperature, based on specimen and test requirements.

• Sorts specimens to enable delivery to the proper laboratory departments for testing. Prepare samples for transport to the COH system laboratories utilizing correct transport container to maintain sample integrity during transport. Ensure deliveries are made within set turnaround times.

• Maintains collection kit(s) volumes and ensures they are provided to COH system collection sites and non-COH customers in a timely manner and used within expiration date.

• Performs pre-analytical duties necessary to process specimens; responsible for all documentation required for tasks performed.

• Notifies Pathology Logistics Manager/Pathology Logistics Lead immediately of any specimen issues so that resolution can be made quickly.

• Complies with all City of Hope policies and procedures, including HIPPA and Safety procedures.

CLIENT RELATIONS & CUSTOMER SUPPORT

• Respond promptly to all clinical patient testing inquiries from clinical teams, patients, external laboratories, and partners. Escalate issues as appropriate.

• Support COH system facilities with communication, test coordination, and logistics. Serve as liaison between COH system facilities and Duarte/Irwindale laboratories.

• Process daily faxed requests for specimen send-outs; route requests to the appropriate pathologist for order initiation; prepare unstained slides and provide estimated turnaround times.

• Access client laboratory portals, upload finalized test results into COH system LIS, ensuring data integrity and privacy.

• Research and coordinate test requests with external send-out labs based on pathologist requests.

• Assist patients with specimen drop-offs and pick-ups in a professional and compassionate manner.

• Schedule specimen pick-ups from COH system facilities and coordinate deliveries as needed.

• Collaborate with internal laboratories and staff to ensure client questions are answered accurately and escalated appropriately when needed.

• Coordinate and fulfill material requests from external facilities based on physician or pathology orders, ensuring timely acquisition and delivery of necessary specimens.

• Monitor communication channels (phone, email, messaging systems, and work queues) to prioritize and respond to requests, troubleshoot issues, and ensure timely follow-up.

• Package and prepare specimens for send-out testing at external laboratories, following regulatory, safety and DOT standards.

• Manage documentation, including scanning and QA of patient laboratory results into the LIS, maintaining accurate patient records. Distribute mail and reports.

• Assist departmental pathologists with specimen-related questions and coordination of information between pathology, clients, and laboratory teams. Facilitate clear and timely communication across departments.

• Log all client interactions, requests, and follow-up actions. Promptly report urgent issues or service gaps to Pathology Logistics Leadership to ensure swift resolution and operational continuity.

COMPLIANCE & QUALITY IMPROVEMENT:

• Ensures proper and complete patient identification is present on requisitions, specimen labels and other required documents.

• Adhere to institutional policies, HIPAA, OSHA, DOT, Packaging, Handling, Storage & transportation (PHS&T) rules and safety regulations related to specimen handling, transport, and data privacy.

• Participates in required training, competency assessments, and quality improvement initiatives contributing to a culture of safety and continuous improvement, meeting deadlines as required.

• Identify and report non-conformance, safety incidents, and service issues promptly, using problem-solving skills to support resolution.

• Collaborate in process improvement efforts across all locations to enhance workflows and patient outcomes.

• Demonstrate flexibility, adaptability, and commitment to excellence in a fast-paced, dynamic environment.

Your qualifications should include:

• High School Diploma

• 1 year experience in laboratory specimen receiving/processing department

Preferred education and training

• Associate degree in Biological Sciences, Healthcare Administration, Business Administration, Logistics, Supply Chain, or another relevant field

• OSHA and/or DOT Packaging, Handling & Transportation training

Additional Information:

COH employees may apply for a transfer or promotion to job openings for which they meet the minimum qualifications if they meet the following criteria:

• Employed at COH in current role for at least one year, unless otherwise stipulated in an applicable collective bargaining agreement.
• Are in good standing and have no current performance issues.