Medical Data Entry Manager

POSITION SUMMARY

Under the Supervision of the VP of Nursing and Nurse Administrators, works collaboratively and assists in the management of medical care for all individuals served and maintaining appropriate documentation in accordance with Agency and OPWDD requirements. Provides various clerical and administrative support services in the health care field. Enter data from various source documents into the computer system for storage, processing and data management purposes. Manage and maintain electronic hospital records, running reports, filing paperwork. Operate office equipment. Supervises the scheduling of medical appointments by responsible staff. Monitors and track transportation utilization and convey all information to ensure all staffing needs are met. Provides support in the management of medications.

POSITION DUTIES

1. Maintain effective communication on medical issues with VP of Nursing, Nurse Administrator, Registered Nurse (RN), and Medical Coordinators
2. Maintains medical records, including obtaining/filing all necessary reports and maintaining database of individuals electronic health information.
3. Monitor and maintain medical appointment tracking on all individuals indicating all medical appointments including initial and follow-up appointments, re-scheduled appointments and routine appointments. Routinely reviews Clinic Visit Summary’s (CVS’s) and ensures all recommendations are documented, followed up, reviewed, and signed.
4. Manages and monitors data base of service recipient’s health information (ie: eCW Portal, Health EC., Precision Care).
a. Reviews CVS for revisit dates and verify PVS are completed
b. Verifies all documentation are downloaded into the CPU electronic health record system
c. Edits patient documents so they are easily identifiable
d. Verifies all documents are obtained and filed in electronic health records
e. As directed by the VP of Nursing/ Nurse Administrator debrides hard copy of medical chart
5. Makes medical appointments and arranges transportation as necessary. Upon instructions of the VP of Nursing and Nurse Administrators accompanies individuals on medical appointments and/or visits hospital and clinics to facilitate effective communication.
6. Prepares, compiles and sorts documents for data entry. Checks source documents for accuracy and verifies data and correct data where necessary.
7. Scans documents into document management systems or databases and stores completed documents in designated locations.
8. Combines and rearranges data from source documents where required, enter data from source documents into prescribed computer database, files and forms.
9. Transcribes information into required electronic format and obtains further information for incomplete documents.
10. Completes clinic visit summary when necessary or directed by the Nurse Administrator and/or VP of Nursing,
11. Meets regularly with the VP of Nursing and Nurse Administrator regarding medical follow-up issues and personnel issues. Attends meetings as assigned by the VP of Nursing.
12. Verifies that CVS’s are present at the time of appointment and contain all necessary medical documentation.
13. As assigned by the VP of Nursing or Nurse Administrator, reviews on-going health related documentation for completeness (i.e. medication administration records, BM records, menstrual records, seizure records, weight books, blood sugar level records, etc.).
14. Reviews clinic visit summaries (CVS) and ensures that prescriptions for all prescribed medications are in the individual’s record and up-to-date, that all prescribed medications are in the medication administration record, and that all prescribed medication is on-site in the residence. Reports any concerns/discrepancies to the VP of Nursing or Nurse Administrator.
15. As assigned by the VP of Nursing or Nurse Administrator, Reviews of AMAP and other in-service records and report need for upcoming training as necessary.
16. Works collaboratively with all agency personnel. Regularly communicates and relays pertinent information to clinicians, management, supervisors, and staff as instructed by the VP of Nursing/ Nursing Administration
17. Obtains client hospital records when requested by the VP of Nursing/ Nursing Administration
18. Respond to staff inquiries and resolve any issues or concerns in a professional and timely manner. Provide occasional administrative support.
19. Prints information when required. Update data and delete unnecessary files.
20. Maintains logbooks or records of activities and tasks. Responds to requests for information and access relevant files.
21. Complies with HIPAA data integrity and security policies.
22. Maintains office equipment and stationery supplies.
23. Perform data entry tasks accurately and efficiently. Review data for deficiencies or errors.
24. Assist with s