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Flagler Hospital

Data Management Assistant - FT days
Job#: 183232
Positions: 1
Posted: 03/21/2013
Job Type: Full Time
Location: St. Augustine, FL
Department: Quality Management
Category: Clerical
Salary: Hourly
Benefits: Full Benefits
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Job Description

Job Description:                                 DATA MANAGEMENT ASSISTANT

Job Summary: Prepares, enters, arranges and displays quality assurance data in a meaningful and useful format for those who must analyze and use the data.  Maintains all Q.A. worksheets and peer review suspense files and logs.  Responsible for obtaining and keying in denominator data to be used as the basis for determining the performance rates of all individuals being analyzed.  Responsible for generating reappointment  and OPPE profiles.   Serves also as the general receptionist to the office, answering phone calls, providing transcription for the Vice President of Quality and provides day to day management of general office operations.  Assists with patient voucher process and coordinating communication between the VP of Quality and the Primary Care Clinic.


Department:                                         Quality Management


Responsible To:                                   Director of Quality Management


Education/Training:                            High school graduate.  Some college background preferred.  Preference will be given to anyone with a suitable health related background and understanding of medical terminology.


Experience:                                           Prior computer experience required to exhibit familiarity with a computer keyboard.   Prefer at least 2 years experience in a hospital or physician office setting.  General office experience with answering phones, receptionist capabilities,  


Skills & Abilities:                  Must type 50 WPM accurately. Microsoft Word experience required; some Excel is helpful; otherwise must attend training classes to become knowledgeable. Must have very strong knowledge of medical terminology and ability to read a variety of handwriting for transcribing data into the computer.


Physical Requirements:                      Job is mostly sedentary, sitting at a computer the majority of the day. Some bending and stooping to look for charts. Excellent visual acuity to work on a personal computer utilizing the quality assurance and word processing software; must be meticulous and detail oriented. Excellent organizational skills to deal with large volumes of paper that flow across desk. Good logic skills to read through minutes and summarize the conclusions and actions taken. Excellent hearing/listening skills to serve as overall receptionist to the office, answering phone; excellent finger dexterity.  (Incumbent must be meticulous in keying in of data and must strive for accuracy at all times.) Job requires an incumbent who must maintain a strict code of ethics in working with highly confidential data. Ability to multi-task and stay focused due to numerous distractions encountered throughout day.


Environmental Conditions:               Primarily works inside.


Occupational Exposure:                    Category  III = Job involves tasks or procedures that have no exposure to blood and other potentially infectious materials during the performance of duties.



  1. Accurately keys data from Q.A. worksheets into the quality assurance software system keeping up with daily volume.  As part of the process – routinely prints a physician worksheet and patient profile as clinical data is keyed in adhering to appropriate departmental color coding for future retrieval purposes. 
  2. Correlates nurse reviewer comments with the appropriate occurrence screen consulting with the Q.A. Coordinator if screens and comments are not related.  Assures that keyed in data is accurate for spelling, sentence structure – i.e. – “makes sense” and that user defined fields are completed.
  3. Utilizes peer review minutes to for assignment of severity levels, action taken, action taken by whom, and date of action.  Create, edit and print QA reports out of the Qualcare system.  These include trend, summary, criteria reports, master lists, utility reports, standard and custom reports.   Is very familiar with navigating the QA software program to provide general maintenance updates for occurrence screens, master lists, categories and sub-categories.  Ability to use this QA software to provide reports as requested and to troubleshoot when problems arise with integrity of data, format of reports, printer output problems, etc., calling CBR if necessary.
  4. Prints Reappointment Profiles on an as needed basis for Credential Committee Review, checking these profiles for integrity of data prior to submitting them to the Medical Staff Office.  Prints OPPE (Ongoing Professional Practice Committee Evaluation) reports every six months and distributes to the physicians and Credentials Committee.
  5. Obtains “Denominator Data” from various sources:  Operating Room, Lab, Meditech, committee minutes, Cath Lab, Pathology, etc.  Keys these denominators in per physician, making sure that data is highly accurate as wrong denominators can affect a physician’s profile.  Ability to use Meditech software to print statistical reports for denominator data, periodically verifying that the master file for these Meditech reports has not been changed.
  6. Inputs all new physicians into the Qualcare system coordinating with the Medical Staff Secretary for necessary demographic data.   Assures physician’s name is correctly spelled and is allocated to      the correct department and specialty.  Maintains a filing system for Q.A. reports and profiles, shredding reports on a periodic basis. 
  7. Serves as the equipment/ supplies resource person for the department including such things as:  Accounting for all supplies coming into the department and rectifying with the Materials Management Department;  completing special order requisitions as necessary; changing printer toners as necessary; keeping copier machine supplied with paper and free from paper jams, requesting equipment service/maintenance as necessary.
  8. Maintains various suspense files/ logs of peer review assigned cases and whether peer review letters have been responded to.  Coordinates the peer review chart assignment process with the QA Coordinators, Medical Records and the Physicians – assuring that meeting invitations and peer review letters are delivered, physicians are notified of meeting dates and letter due dates. 
  9. Provides reception duties to the department, answering the phone and dealing with a very wide range of callers – hospital staff, physicians, as well as receiving patient complaints.    Knows how to strategically respond to these callers.  Displays good knowledge of how to use the Microsoft Word & Excel:  for doing letters/minutes/tables/spreadsheets.
  10. Provides clerical and support services to the Vice President of Performance Improvement including the scheduling of appointments/meetings, scheduling conferences,  taking phone messages, sending faxes, etc.  Assists him with the patient voucher process preparing payment requests that are sent to the Chief Financial Officer.  Coordinates communication between VP of Quality and Primary Care Clinic personnel.
  11. Observes rules of confidentiality specific to the Q.M. Department (information obtained in files, committee discussions, data security, proper disposal of QA information, etc.).
  12. Performs other job related duties as assigned by Director.


The above statements reflect the responsibilities considered essential to the job as identified and shall not be considered a detailed description of all the work requirements inherent in the job.


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