Publ Hlth and Prevent Spcl III

TX-HHSC-DSHS-DFPS • Arlington, TX

18h • Hybrid

About The Position

Under the limited supervision of the program's Regional Supervisor, performs highly complex, technical and consultative work in conducting active surveillance of birth defects. This involves identifying cases of birth defects through case finding and medical record review, and abstracting complex medical information from medical records at assigned health care facilities following state law and program procedures. The specialist analyzes information from multiple procedure results and diagnoses to develop a complete yet concise description of each birth defect, and codes each birth defect using the program's detailed birth defects coding system. The role also includes entering and editing data in multiple computer databases, and reviewing and analyzing own work to identify and eliminate errors and inconsistencies. The position requires individual planning, organization, initiative, and flexibility, ensuring the collection of data in a confidential, accurate, consistent, and reliable manner. The specialist serves as a liaison between the program and staff at assigned health care facilities, participates on program and regional teams to improve processes and procedures, and assists with special epidemiological studies on birth defects. Work is performed with considerable latitude for the use of initiative and independent judgment. This role coordinates and conducts abstraction activities, medical record review, and case finding activities at health care facilities, either in person or remotely. It also involves creating and submitting reports, establishing and maintaining effective working relationships with facility staff, and participating in disaster response and recovery efforts.

Requirements

• Knowledge of medical terminology, human anatomy, human physiology, obstetrics, and neonatology.
• Knowledge of ICD-9, ICD-10, or other disease/medical procedure coding systems.
• Knowledge of medical procedures, especially those relating to pregnancy, labor/delivery, neonates, and infants.
• Knowledge of the medical records setting and procedures.
• Knowledge of data collection & retrieval methods, database management, and quality assurance/control principles and procedures.
• Knowledge of the principles and practices of public health.
• Skill in medical coding.
• Skill in training.
• Skill in quality assurance.
• Skill in asking questions when needed and identifying resources to obtain needed information.
• Skill in perceiving and reacting sensitively to the needs of others.
• Skill in motivating individuals to complete tasks.
• Skill in conflict resolution, mediation, facilitation, and sound decision making.
• Ability to follow program procedures and protocols.
• Ability to read, analyze, and interpret complex medical information from medical records.
• Ability to accurately and completely collect (abstract) data from medical records including diagnoses, procedures, and histories.
• Ability to hand write legibly and spell accurately.
• Ability to establish and maintain cooperation from health care facilities to ensure complete case-finding, record review, and abstraction.
• Ability to produce accurate and complete work through review, identification, and correction of errors.
• Ability to produce accurate and appropriate reports.
• Ability to prioritize work, manage time effectively, and organize schedules optimally to balance field and office work.
• Ability to assemble information, materials, etc. into logical order.
• Ability to anticipate future consequences of present alternatives.
• Ability to manage multiple concurrent tasks/assignments, to handle a large workload, and to meet deadlines.
• Ability to identify, recall, and attend to essential details.
• Ability to understand and follow written and oral instructions.
• Ability to learn new information and tasks quickly and proficiently.
• Ability to adapt to change and modify behavior in response to frequent changes in situations or priorities.
• Ability to approach problems in a logical and proactive manner.
• Ability to identify current and potential problems, analyze all relevant concerns and identify possible solutions in reaching logical conclusions.
• Ability to pay attention to important details.
• Ability to be a self-starter and work independently.
• Ability to provide imaginative solutions to work problems.
• Ability to act in a sound, logical, appropriate manner based on well thought out professional analysis of a situation or problem.
• Ability to reach logical conclusions based on evidence/facts and make decisions.
• Ability to handle stressful situations, to exercise tact and diplomacy, and maintain a professional demeanor.
• Ability to handle constructive criticism.
• Ability to apply principles of Total Quality Management and Continuous Quality Improvement and to implement those initiatives.
• Ability to set a good example of professional behavior.
• Ability to read and interpret laws, policies and procedures governing birth defect surveillance.
• Ability to be attentive and to collect essential information.
• Ability to communicate effectively, clearly, accurately, and concisely with all customers and diverse groups, in writing and orally.
• Ability to work effectively as part of a team member, work in a cooperative and productive manner and actively participate in team meetings.
• Ability to maintain effective working relationships with customers (public, medical community, DSHS staff, etc.).
• Ability to handle difficult situations.
• Ability to negotiate and/or mediate.
• Ability to present complex information to a variety of audiences.
• Ability to work with computers (enter/edit data in word processing, database, spreadsheet, and electronic mail software).
• Ability to move, transport, and utilize computers, books, and peripheral devices weighing up to 30 pounds.
• Ability to read, understand, explain, implement and comply with laws, polices, and procedures governing birth defects surveillance.
• Ability to follow all DSHS policies & procedures including Guiding Principles, Code of Ethics/Standards of Conduct, and Universal Expectations of Personal Responsibility.
• Ability to follow strict confidential provisions of the birth defects and public health laws and program security procedures.
• Ability to provide transportation and travel daily within the region.
• Ability to travel on short notice.
• Ability to travel to Austin or other parts of Texas.
• Minimum of one year experience working in the healthcare field.
• Experience in reviewing data and reports found in electronic or paper medical records.
• Experience in the use of different computer systems and software.
• Experience in the use of medical terminology.
• At least 6 months experience in applying Human Anatomy & Physiology principles.

Nice To Haves

• Experience with the ICD coding system, BPA or other state-wide registry coding schemes.
• Experience abstracting data.

Responsibilities

• Coordinate and conduct abstraction activities at health care facilities, either in person or remotely, accurately abstracting complex medical information from electronic and/or paper medical records following instructions and program procedures, and using knowledge of medical terminology, anatomy, and diagnostic procedures.
• Analyze all procedure results and other diagnostic information to develop a complete picture of the child's condition, combining information from multiple procedures and diagnoses to develop a complete yet concise description of each birth defect.
• Code each birth defect using the program’s detailed birth defects coding system containing over 1,000 distinct codes.
• Conduct detailed quality checks on each abstraction for accuracy and completeness.
• Enter information for each abstraction into a computerized abstraction database and combine duplicate abstraction records as required per program procedures.
• Submit electronic abstraction records to the Quality Assurance Specialist for further quality assurance review and processing.
• Enter and/or update information in the case finding database and assist coworkers with abstraction activities at other facilities as requested/required.
• Coordinate and conduct medical record review activities at health care facilities, either in person or remotely, identifying records for abstraction by determining which potential cases meet the program’s case definition, and following program procedures.
• Conduct quality checks on own medical record review activities for accuracy and completeness.
• Enter and/or update information in the case finding database and assist coworkers with medical record review activities at other facilities as requested/required.
• Coordinate and conduct case finding activities at health care facilities, requesting and reviewing facility discharge ICD line lists, facility unit logs, and other data sources.
• Assess the quality of data received from the facilities and identify potential cases by comparing information found in these sources to the program's list of conditions warranting a chart review, following program procedures.
• Conduct quality checks on own case finding activities for accuracy and completeness and enter and/or update information in the case finding database.
• Create, check for accuracy, and submit required and requested reports in a timely manner following Department of State Health Services (DSHS) and program policy/procedures, using a laptop and/or desktop computer and various software (including Word, Access, Excel, and Outlook).
• Test new and/or updated versions of program’s data collection and processing software and provide feedback on changes and/or improvements.
• Establish and maintain effective working relationships with staff at assigned health care facilities, meeting regularly with appropriate facility staff (including IT, medical records, clinical, security, laboratory, and others) to enhance communication and encourage cooperation.
• Identify potential new data sources within facilities and serve as a liaison between Health and Human Services Commission (HHSC) IT staff and hospital IT staff to assist in solving complex issues with remote access to medical records.
• Create and update facility reference sheets and/or databases.
• Promote and maintain effective working relationships with other program staff, as well as staff from other DSHS programs and outside entities.
• Educate health care workers on birth defects and program activities through presentations and displays.
• Actively participate and/or serve in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation.
• Assist with special epidemiological studies.
• Participate in program and regional teams as invited/directed to improve processes, procedures, and practices or to meet regional goals.
• Train coworkers on program procedures.

Benefits

• Insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 1-10 employees