Clinic Applications Coordinator

SUMMARY

The Clinic Applications Coordinator (CAC) will serve as a specialist/integrator in the implementation and ongoing support of multi-service clinical software applications used for the Grand Traverse Band (GTB) Family Health Clinic (FHC) Electronic Health Record (EHR). The position supports the daily interface between clinicians/medical staff and the EHR. The duties involve serving as the coordinator for deploying new portions of the electronic health record in the Clinic, consulting with the GTB IT staff and clinical departments in customizing software and altering workflow processes in the daily operation of the EHR. Serves as the primary contact/liaison for Bemidji Area (BAO) Indian Health Service (I.H.S.) and coordinates the installs and trainings of all package software and patches to the Resource Patient Management System (RPMS) affecting the EHR. Provides training in the RPMS to all new/incoming Site Management and Data Entry staff. Position is responsible for the oversight of the RPMS Management functions as necessary and serves as the Co-Site Coordinator for the GTB FHC. CAC is responsible for the daily management of the Laboratory Interface with Munson Medical Center.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for the implementation and support of EHR. Systems and multi-service software packages that automate the capture of clinical encounter information and its subsequent retrieval.
• Customizes EHR system files, quick orders, menus, reports and addresses integration issues with other software packages.
• Provides daily support and troubleshooting to EHR users for system issues.
• Provides documentation, instructions and training to EHR system users during implementation, upgrades, and new hires.
• Manages the customization of the site parameters and addresses integration issues with other software packages.
• Manages the design, addition, and subtraction of objects and TIU Templates of the GTB EHR.
• Communicate regularly with the Health Director regarding any and all new upgrades and requirements.
• Addresses integration issues between different EHR packages/systems.
• Analyzes and evaluates processes related to information flow and serves as liaison between service lines concerning these processes.
• Acquires a comprehensive knowledge of the software involved to determine what procedural issues versus system/application deficiencies are. Assists staff in the efficient use of the current software.
• Emphasizes timeliness, accuracy, security and the importance of these functions on every other clinical application. Serves as backup for basic RPMS training classes.
• Analyzes current efficiency of computer equipment and makes recommendation for equipment and equipment upgrade needs to the Health Director and GTB IT Department as necessary.
• Promotes an awareness of the importance of data validity and data security and coordinates efforts to correct deficiencies and errors that occur in the EHR.
• Coordinates with GTB IT staff and other application coordinators to implement integrated packages, resolves conflicts, provide secondary support on related software modules, and ensure smooth operations in areas where package scope overlaps or is integrated with other services' functions.
• Works with programmers in local testing of software, identifying software problems and requesting enhancements and logs all problems, referring those requiring a higher level of technical support to the appropriate person or team.
• Establishes effective interpersonal relationships with all levels of GTB personnel and outside vendors and promotes an atmosphere that encourages enthusiasm and user participation in clinical computing.
• Develop the process for reporting application and/or system deficiencies and suggestions for system improvements and enhanced functionality.
• Assists Health Director with data extraction from RPMS for planning and reporting purposes including training and how to run reports.
• Makes regular training needs assessment and recommendations to the Health Director.
• Serves on the Health Care Committee and other committees/meetings wherever and whenever management determines the skills and talents of the incumbent would be best utilized.
• Oversees the daily management of incoming error messages and resolutions from the Laboratory Interface with Munson Medical Center. Serves as the primary contact/liaison for Munson Medical Center personnel regarding the Laboratory Interface. Communicates any changes/needs to Munson Medical Center staff regarding the Laboratory Interface.
• Package ownership/management of Pharmacy and Laboratory packages in lieu of Pharmacy and/or Laboratory staff. Including, but not limited to, medication entries and maintenance as well as all Reference Lab and Point of Care Lab entries and maintenance. Assists Laboratory Pharmacy staff with maintenance of packages.
• Works with other application coordinators with responsibility for a broad range of activities surrounding the implementation of a comprehensive, standardized integrated health care information system.
• Maintains quarterly I.H.S. Immunization package reporting requirements. Coordinates with lead nursing staff on Immunization issues, requirements, and updating.
• Coordinates with appropriate nursing/clinical staff on the submission on the Diabetic Audit yearly, in lieu of Special Diabetes staff. Assists Special Diabetes staff in submission.
• Serves as the RPMS Site Coordinator.
  • Tracks requirements for Government Performance and Results Act (GPRA) reporting, pull data from EHR and/or billing systems and reports to agency as required.
• Coordinates project plans and timelines for system implementations and upgrades with EHR.
• Tracks requirements for CMS Meaningful Use Incentive Program reporting, pull data from EHR systems and report to agency as required.
• Report specialist for agency and internal reporting.
• Required to attend job related, in-service, meetings, and training to maintain professional and technical knowledge.
• The above duties and responsibilities are not an all-inclusive list but rather a general representation of the duties and responsibilities associated with this position. The duties and responsibilities will be subject to change based on the organizational needs and/or deemed necessary by the Health Director.
• Maintain patient confidentiality as per Health Insurance Portability and Accountability Act (HIPAA) of 1996 and complete HIPAA compliance training.

OTHER SKILLS AND ABILITIES

• Proven ability to manage complex projects and effectively coordinate multiple stakeholders with diverse priorities.
• Excellent verbal and written communication skills.
• Exceptional detail and follow-up skills.
• Ability to effectively establish priorities and meet deadlines.
• Demonstrated ability to make functional decisions and communicate to peers, including memoranda and developing effective training material.
• Ability to work independently, to plan, coordinate and implement projects and to complete projects on schedule.
• Ability to problem solve and work under pressure is a must.
• Working knowledge of Microsoft Excel, Word, and Outlook required.

EDUCATION and/or EXPERIENCE

• Bachelors Degree in Health Information Technology, Medical Informatics, Health Care Administration, Public Health, or related field.* Minimum 4 years experience in direct patient care setting (clinical, nursing, or administrative) or 2 years experience in clinical applications support in the healthcare industry preferred.
• Knowledge of and experience with electronic medical records or comparable complex databases.
• Familiarity with Tribal health programs preferred.
• Knowledge of current healthcare industry Privacy Act, HIPAA and security requirements.
• Working knowledge of current Indian Health Service RPMS and/or Veteran's Administration clinical software applications is required.

SUPERVISORY RESPONSIBILITIES

None

EQUIPMENT TO BE USED

General office equipment including computer, laptop, calculator, copier, fax, phone system, etc.

TYPICAL PHYSICAL DEMANDS

Work requires sitting, lifting, and reaching. Also requires manual dexterity to operate office equipment, keyboarding, and so on.

TYPICAL MENTAL DEMANDS

The complexity and responsibility inherent in this position requires the candidate to perform with above average ability, calmly and decisively in response to the demands of the position. There may be some time pressure occasionally.

WORKING CONDITIONS

Normal office environment with some anticipated travel.

COMMENTS

Native American preference will apply. Must be able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time through approved motion by Tribal Council. * Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

Current Openings for Clinic Applications Coordinator Jobs at Grand Traverse Band of Ottawa and Chippewa Indians