The senior clinical data specialist is responsible for leading assigned team (s) of abstractors. Coordinating the efficient and accurate abstraction of assigned team project work. Collaborates with hospital Performance Management and clinical personnel to support the performance improvement efforts s as needed. The incumbent will serve as data collector, coordinator and liaison in Yale New Haven Health System projects. The incumbent will coordinate, lead and participate in retrieving and entering data associated with the assigned team projects according to specifications. The incumbent will take personal responsibility for monitoring the team data collection process and will work with administrators, physicians, nurses and associated staff to ensure efficient and accurate data collection and reporting.
1. Precepts new clinical data abstractor to department and continues to mentor new abstractor in their assigned project work.
2. Abstraction lead on one or more quality measure sets and or registries ensuring there are written instructions, guidelines and data dictionaries maintained and up to date.
3. Abstracts relevant data associated with assigned projects. Ensures the integrity and accuracy of information collected by team members and entered into the data collection system for their assigned projects.
4. Schedule, organize and lead assigned project team meetings on a regular basis.
5. Communicate and ensure assigned project team is aware of any changes related to the measure(s) or registry.
6. Maintains expertise in the assigned abstraction project(s) supporting problem solving with team members.
7. Proactively takes initiative in evaluating measure requirements when asked to take on new project work. Takes into consideration needed database access and training, data elements needs, data element definitions, and collaborates with hospital contacts on documentation requirements. Develops plan for project implementation.
8. Responsible for coordinating and monitoring the inter -rater reliability process for assigned project (s) and any project audits conducted by external vendors.
9. Independent in running required reports and data cleaning scrubbing on assigned projects, Ability to communicate data results and defects to hospital based Performance Management /Clinical customers on assigned projects . Active participant in peer review process with hospital contacts to identify risk areas, documentation trends and communicate changes in measure requirements.
10. Proactively identifies potential problems affecting the data collection process on assigned project (s) and coordinates follow-up of problem resolution.
11. Independently collaborates with hospital Performance Management /Clinical teams or other departments on assigned project related issues.
12. Complies with HIPAA guidelines for security and confidentiality of data and information.
13. Proactive in monitoring changes in clinical documentation and communicating these changes to team members.
14. Acts as a role model in team work and promoting a positive work environment. Provides expertise in overall abstraction process and abstraction process organization skills.
15. Responsible for maintaining, improving and communicating information gleaned from attendance at in-services, seminars, meetings or by participating in relevant listservs related to assigned abstraction projects.
16. Maintains flexible work schedule to meet the needs of a given project and is a role model for this flexibility to other team members.
17. Willing travels to YNHHS member facilities to promote improved communication with hospital teams on assigned projects.
18. A liaison to the team and Manager for assigned project (s) concerning barriers encountered, clarification of data elements , data submission and any other abstraction team issues. Proactively communicates and keeps management informed of any irregularities or issues.
19. Actively promotes positive working relationships within department and system wide departments.
20. Takes on any other work as needed to meet department needs.
Five (5) to seven (7) years' experience in public health, healthcare or related field required, clinical experience preferred. Two to three years' experience in working with complex systems issues such as case management , utilization review or project management experience is required. Minimum three (3) years' experience with structured electronic medical record abstraction is required. Working knowledge with entering clinical information into computerized databases is required.
Excellent interpersonal and communication skills. Ability to exercise independent judgement. Must have working knowledge of Microsoft Word, Excel and software packages. Experience with Epic (EMR) required.
Ensures the accuracy and integrity of data collected by continually evaluating the process used to collect data. Ensures that appropriate type of data collection methods are being employed for any given project by evaluating the match between the data being collected and project goals. Informs manager of any potential problems affecting the data collection process and takes responsibility for coordinating follow -up of problem resolution. Promotes positive customer relations between customers and staff. Promotes positive relations and interactions within the department..
Is responsible for leading assigned abstraction project team to organize accurate, efficient, reliable data collection through Epic abstraction. Maintains high level of expertise in assigned projects. Proactive in recognizing upcoming changes in requirements that might impact the assigned project (s)' data collection process and measures. Is a liaison on assigned project(s )within all member organizations, including but not limited to Medical Records Departments; Performance Management Departments; data analytics personnel, and clinical leads. Uses excellent interpersonal and communication skills to resolve systems issues efficiently, effectively and with the goal of sustaining positive changes. Develops computer skills necessary for the efficient collection and entry of data specific to each given project.