Data Coordinator - BMT Clinic - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

The Data Coordinator is responsible for obtaining, verifying and managing call management and on-call data. This includes data collection, data verification; data assurance and data analysis. The Data Coordinator is responsible for assisting administration (defined as but not limited to quality and outcomes management, medical staff department/committees and other hospital departments) by generating reports for process improvement and quality outcomes data management. He/She is additionally responsible for gathering data necessary to meet requirements and requests for regulatory agencies as determined by the hospital's management.

The Data Coordinator is responsible for maintaining systems and clinical information for the purposes of clinical care, performance improvement and clinical research and evaluation. Works as a member of the BMT/Cellular Therapy team and reports data to CIBMTR as per FACT Guidelines, generates reports for process improvement and quality outcomes data management. The Data Coordinator is additionally responsible for gathering data necessary to meet requirements and requests for regulatory agencies, and contracting agencies as determined by the hospital's management and to support clinical data needs for Program specific clinical committees. Develops methods/ forms to track device utilization and specific inventory for the BMT program.

Essential Duties:

• Data Entry & Report Preparation - Enter data in a timely manner, ensuring that all information is accurate. Data Entry & Report Preparation Must be able to enter information and proof the information prior to the deadline to ensure data accuracy before any transmittals. Prepare reports for committee meetings and other hospital departments/services as requested by manager.
• Identify, code and classify data from the medical record and other available documents that includes, but is not limited to: patient identification, history and physical assessment, course of care and treatment, procedures performed, device utilization, physicians and institutions involved in the case, stage of disease at diagnosis, treatment outcomes, case administrative information, national, state, registry and organization-specific information. Ensures that all interactive data edits and data discrepancies are cleared and each case is completed prior to the established transmission or reporting date(s).
• Performs case-abstracting tasks in accordance with all applicable facility, state, federal and accreditation requirements using defensible abstracting techniques as defined by the facility. Monitors caseload to ensure that abstracting takes place within the reporting timeframes as specified by the facility, state and accreditation requirements. Maintains a 98%+ accuracy rating on all case abstracting as recommended by standard-setting agencies.
• Responds to data inquiries from the facility, state or federal standard-setting agencies on all abstracted cases. Prepares written responses and communicates routinely with Manager regarding these activities.
• Develops standard reports to support quality and clinical initiatives. Format reports in an excel spreadsheet utilizing statistical tools to assure meaningful data for Quality Committee meetings. Reports have benchmark information from historical data and or external literature. Create spreadsheets and tables, utilizing functions (formulas) and use of the data to retrieve desired information.
• Restricts access to the various data bases to maintain security and integrity of the data. Data tables are maintained to provide reports by service, attribution, and location and for MD profiles and any external audits. Retrieves data and support department needs from clinical and administrative data bases and any other applicable data bases. Assures data systems are functioning properly for easy data entry and data retrieval. Data and computer Maintenance - Assists with maintenance of department equipment by interfacing with IT or other applicable areas. Assures data base files and computer records are easily retrievable. Assists with audits. Works with the data analyst on this issue. Must be able to stay focused with task at hand while distractions are present--attentive to detail. Abstracts from multiple sources Medical records, shadow/clinic charts, external data basis. Project Coordinator Duties:
• Manage study regulatory IRB documents.
• Works with BMT Coordinators and team to identify patients.
• Work with BMT Team to enroll all BMT autologous/Allogeneic and Cellular Therapy participants
• Reviews and prepares data and information with MCS/Heart failure team and/or study PI
• Communicates with Manager in a timely fashion when any problems associated with the registry software, facility-based systems or processes that impact timely case completion and reporting in accordance with the facility, state, federal and accreditation requirements.
• Enhances communication between the BMT Clinical Team and BMT Lab and Fresenius regarding Quality Improvement projects as directed by area director
• Attends Case Conferences and BMT program meetings and/or grand rounds as requested. Documents case discussions including treatment plans, staging or other information utilized. Attends program meetings, department staff meetings and other facility or departmental meetings as requested.
• Attends workshops and seminars to keep updated on current data programs. Attends local, regional or national educational and training conferences as requested.
• Maintains minimum compliance and productivity standards as defined by the facility's registry department under the direction of the BMT Program leadership.
• Maintains confidentiality of information.
• Immediately notifies Manager of any problems or issues that will hinder or prevent accurate and timely data collection and or clinical care by the managing physician. Contributes to a positive and successful work environment and maintains an efficient workflow within the BMT program and with the health information management department(s). Actively participates in peer-to-peer case-finding, follow-up and abstracting case reviews. Coordinates and participates actively in site visits for initiation, monitoring and auditing. Perform data coordination activities in the conduct of studies according to protocol specifications.
• Develops intermediate to advanced skills, knowledge and use of: All USC system-wide manual and electronic systems and processes Local, regional and nationally available electronic and printed registry tools and references All CIBMTR standard-setting agencies and their respective reporting standards and guidelines Facility-specific and nationally accepted best practice standards for respective job duties and tasks. Customer Service - Greets and assist all customers by providing them with the information needed. Establishes rapport with other departments in responding to their data needs.
• Performs other duties as assigned.

Required Qualifications:

• Req High School or equivalent

• Req 2 years Experience in data management, Health information System, clinical technology in a related field in an acute care facility, oncology and BMT experience desired

• Req Excellent working knowledge of acute care demographic and clinical data elements, medical terminology and formulae. Excellent skills in the use of networked personal computers and data entry and data base relationships.
• Req Detail oriented and aware of the importance and impact of data quality.
• Req Must be able to use Microsoft Office applications and serve as a resource on the use of the application to staff.
• Req Knowledgeable of regulator standards especially those related to improving performance and quality.
• Req Experience in an academic or research facility preferred and /or BMT/CIBMTR reporting experience.
• Req Ability to communicate effectively with co-workers in relaying information in a timely manner.
• Req Able to provide instruction to hospital and department staff regarding use of data / standardized spreadsheets and graphical presentations.
• Req Self-motivated, be able to function independently with minimal supervision
• Req Proactively seeks and participates in educational and training opportunities with ACTCT, Transplant Registry - CIBMTR, healthcare, business and professional development venues to stay current on specific reporting requirements and data collection standards.
• Req Comparable work or life experience may be considered.
• Req Highly organized individual with extensive computer and Microsoft software experience (Windows, MS Word, MS Excel). Computer Skills - Use of MS office and registry software and computerized databases.

Preferred Qualifications:

• Pref Specialized/technical training Successful completion of CIBMTR Data Management training course desirable.
• Pref Specialized/technical training Successful completion of college courses in medical terminology, anatomy and physiology preferred, though can be acquired by work experience in a medical research setting.
• Pref Specialized/technical training Successful completion of an SOCRA accredited formal education program desirable.

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

The hourly rate range for this position is $22.00 - $34.18. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.