Vanderbilt University Medical Center Administrative Assistant (Clinical Research )- Genetic Medicine in Nashville, Tennessee

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Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity — of culture, thinking, learning and leading — is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research.

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This is a full-time, hourly term position lasting six months to one year.


The AA will be responsible for the collection of patient information prior to the genetic evaluation or genetic counseling appointment, data entry of intake information, coordination of patient care and facilitation of genetic testing requisitions with outside laboratories. This individuals will work closely with all team members including Dr. Nancy Cox, Dr. Georgia Wiesner, Natasha Celaya-Cobbs, LPN in clinic and Dana Campbell. AA will work in three locations including Light Hall, Village at Vanderbilt (VAV) site and One Hundred Oaks (OHO).


Database and tracking of patients and genetic test

  • Become proficient in Electronic Health Record (eSTAR (EPIC) and old StarPanel)

  • Become proficient in RedCap and TrakGene database.

  • Enter all test requisitions into RedCap and TrakGene databases.

  • Previous knowledge is not required, but would be helpful

  • Must become proficient in database entry and report generation

Assistance for scheduling, triaging patients and medical record review

  • Prepare patient charts with completed risk assessment and other pertinent forms and records.

  • Request and collect outside medical records and communicate information to provider as needed.

  • Fax forms for prior-authorizations for genetic testing and genetic counseling and relay this information to providers as appropriate

Assistance with sample send out and tracking

  • Provide onsite support for blood specimen packaging, copying of paperwork and other duties as assigned at One Hundred Oaks Breast Cancer (OHO) and Village at Vanderbilt (VAV) locations.

  • Complete test requisition forms for genetic testing.

  • Package specimen collection kits and take to Fed Express pick up

  • Follow-up with patients regarding insurance denials, explanation of benefits and general billing questions.

  • Monitor reference laboratories for test completion. When complete, download the test report and save in HIPAA compliant Hereditary Cancer Folder

  • Enter completed test results into RedCap and TrakGene databases.

  • Scan all genetics records (test results, intake sheets, pedigrees) in a timely manner into StarPanel or eStar.

Assistance in general operations

  • Maintain stock of important forms (test forms, fact sheets, signature forms, etc.) needed for the genetic counselors to bring to clinic

  • Monitor, respond to, and triage all emails received in the dedicated genetics email (minimum 50 per day)


  1. Familiarity with medical terminology, reviewing medical records, test requisitions, pathology reports

  2. Must have experience with Microsoft Office products required (Access, Word, Excel, Publisher, Powerpoint, Outlook)

  3. Experience with electronic health records helpful

  4. Must demonstrate strong interpersonal skills in order to enhance the patient experience

  5. Must also possess strong organization and multi-tasking skills

VUMC Recent Accomplishments

Because we are committed to providing the best in patient care, education and research, we are proud of our recent accomplishments:

  • US News & World Report: #1 Hospital in Tennessee, #1 Health Care Provider in Nashville, #1 Audiology ( Bill Wilkerson Center at ), 12 adult and 10 pediatric clinical specialties ranked among the nation's best, #15 Education and Training

  • Truven Health Analytics: among the top 50 cardiovascular hospitals in the U.S.

  • Becker's Hospital Review: one of the "100 Greatest Hospitals in America"

  • The Leapfrog Group: grade "A" in Hospital Safety Score

  • National Institutes of Health: among the top 10 grant awardees for medical research in the US

  • Magnet Recognition Program: Vanderbilt nurses are the only group honored in Tennessee

  • Nashville Business Journal: Middle Tennessee's healthiest employer

  • American Hospital Association: among the 100 "Most Wired" medical systems in the US

A Term position is a staff position that exists for a period longer than six months but is not expected to last beyond one year. Although a position may exist for a specified or indefinite period, staff who accept term positions are not guaranteed employment for the entire period; they are employed for indefinite periods within the limit of the appointment. There are no guarantees of continued employment, either within the term or when the term ends.

This position requires a HS diploma or GED and 2 years of experience.

Physical Requirements/Strengths needed & Physical Demands:


  • Occasional: Sitting: Remaining in seated position

  • Occasional: Standing: Remaining on one's feet without moving.

  • Occasional: Walking: Moving about on foot.

  • Occasional: Lifting under 35 lbs: Raising and lowering objects under 35 lbs from one level to another

  • Occasional: Push/Pull: Exerting force to move objects away from or toward.

  • Occasional: Bending/Stooping: Trunk bending downward and forward by bending spine at waist requiring full use of lower extremities and back muscles

  • Occasional: Reaching below shoulders: Extending arms in any direction below shoulders.

  • Occasional: Handling: Seizing, holding, grasping, turning or otherwise working with hand or hands.


  • Occasional: Vision: Clarity of near vision at 20 inches or less and far vision at 20 feet or more with depth perception, peripheral vision, color vision.

  • Frequent: Noise: May include exposure to occupational noise levels which equal or exceed an 8-hr time-weighted average of 85 decibels, requiring enrollment in VUMC's Hearing Conservation Program which includes training, use of hearing protection, and periodic audiometry.

  • Continuous: Communication: Expressing or exchanging written/verbal/electronic information.

Environmental Conditions

Job Administrative and Clerical Support

Organization: Genetic Medicine 104353

Title: Administrative Assistant (Clinical Research )- Genetic Medicine

Location: TN-Nashville-Light Hall

Requisition ID: 1805891