Title

White Plains Hospital Job Description

Quality Systems Coordinator

Job Code

Department/Location:

Department of Laboratories – General Lab

FLSA Status

E

Reports To

Manager of Quality Systems

Position Summary

The Laboratory Quality Systems Coordinator is responsible for overseeing the quality management system (QMS) within the laboratory. This role ensures compliance with regulatory agencies such as CLIA, CAP, NYS, and other accrediting bodies. The coordinator develops, implements, and monitors quality assurance (QA) and quality control (QC) programs, facilitates audits, and leads process improvement initiatives to enhance laboratory performance, patient safety, and data integrity.

Essential Functions And Responsibilities Includes The Following

• Ensure the delivery of high-quality department/clinical services in compliance with hospital and regulatory standards.
• Maintain a safe environment for both employees and patients.
• Monitor compliance with accrediting agencies and ensure all documentation meets required standards.
• Oversee staff competency, orientation, training, and ongoing education.
• Participate in committees, task forces, and special projects as needed.
• Work collaboratively with interdisciplinary teams to support hospital-wide initiatives.
• Foster positive employee relations and customer service while ensuring adherence to behavioral standards.
• Serve as a change agent to support hospital initiatives and technological advancements.
• Maintain effective communication within and outside the department.
• Analyze business and clinical workflows to optimize system functionality.
• Design database queries and generate reports using appropriate tools.
• Review and ensure compliance with the laboratory’s Quality Management System (QMS).
• Ensure compliance with CLIA, CAP, NYS and other applicable regulatory and accreditation requirements.
• Review and coordinate with supervisors to develop and update Standard Operating Procedures (SOPs) to align with best practices and regulatory guidelines.
• Conduct internal audits and facilitate external inspections, including CAP and state health department audits.
• Investigate and resolve non-conformities, implementing corrective and preventive actions (CAPA).
• Monitor and evaluate quality control (QC) data, proficiency testing (PT) performance, and laboratory indicators.
• Conduct root cause analysis (RCA) for quality issues and ensure corrective actions are implemented.
• Review and analyze incident reports, deviations, and complaints to drive quality improvements.
• Ensure documentation of quality assurance activities and maintain quality records.
• Provide ongoing training to laboratory staff on quality policies, best practices, and regulatory updates.
• Work with department supervisors to organize competency assessments and continuing education to maintain staff proficiency.
• Collaborate with department leads to ensure adherence to quality and safety protocols.
• Identify opportunities for process optimization and workflow improvements.
• Lead quality improvement initiatives.
• Perform risk assessments and implement strategies to mitigate potential errors in laboratory testing.
• Serve as the primary liaison for quality-related communications between laboratory leadership, staff, and external regulators.
• Prepare and present quality performance reports to leadership.
• Maintain awareness of industry trends and regulatory changes that may impact laboratory operations.
• Compile Monthly Quality Reports to present for Medical Director review.
• Strong understanding of laboratory regulatory and accreditation standards (CLIA, CAP, NYS).
• Proficiency in quality management principles, root cause analysis
• Excellent problem-solving, analytical, and decision-making skills.
• Strong written and verbal communication skills for policy writing, reporting, and training.
• Ability to manage multiple projects, prioritize tasks, and work collaboratively across departments.
• Experience with Laboratory Information Systems (LIS) and data analysis tools.
• Flexible Scheduling for Audits and Off shift reviews.
• Perform additional duties as assigned to support departmental and organizational goals.
  
  

Education & Experience Requirements

• Associates in science, math, or a related field (required).
• Bachelor's degree in science, math or related field (preferred)
• ASCP, or equivalent certification (preferred).
• 1-2 years in a quality or compliance role or 3-5 years of laboratory experience
  
  

Core Competencies

Flexibility

Organized

Adaptability

Attention to Detail

Stress Tolerance

Proficiency with quality assurance programs

Physical/Mental Demands/Requirements & Work Environment

• May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital’s SDS (Safety Data Sheet) data base and may be accessed through the hospital’s Intranet site (Employee Tools/SDS Access). A copy of the SDS data base can also be found at the hospital switchboard, saved on a disc.
• Long periods of sitting with heavy computer work.
• Lifting up to 50lbs is possible
• Extended sitting or standing
  
  

Primary Population Served

Check appropriate box(s) below:

☐Neonatal (birth – 28 days)

☐Patients with exceptional communication needs

☐Infant (29 days – less than 1 year)

☐Patients with developmental delays

☐Pediatric (1 – 12 years)

☐Patients at end of life

☐Adolescent (13 – 17 years)

☐Patients under isolation precautions

☐Adult (18 – 64 years)

☐Patients with cultural needs

☐Geriatric (> 65 years)

☒All populations

☐Bariatric Patients with weight related comorbidities

☐ Non-patient care population

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.

Salary Range: $61,972.95 - $92,959.23 (Based on full-time equivalent)