Medical Data Entry Manager

Job Title

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 special projects that require large amounts of data entry. 25. Communicate effectively with patients, colleagues, and other departments to ensure smooth operations 26. Utilize phone etiquette skills to provide a positive patience experience 27. Performs all other duties as assigned by the VP of Nursing/ Nursing Administration.

Position Requirements

1. Must have a high school diploma or GED and prior experience working with individuals with developmental disabilities. 2. Associate's degree or equivalent school/college credits or 5 years' experience working with developmentally disabled individuals in a program operated by Cerebral Palsy Associations of New York State preferred. 3. Must have formal computer training and be proficient in Microsoft Office and capable of learning new software applications. Ability to operate Office Equipment (includes Fax, Copier and Scanner, tablets and Personal Computer) 4. Must have planning and organizational skills, information collection and management skills, and problem solving and decision-making skills. 5. Must be able to understand and communicate in English. 6. Excellent oral and written communications skills. Knowledge of correct spelling, grammar and punctuation 7. Ability to travel to and access multiple locations throughout the metropolitan area. 8. Ability to work flexible hours and/or days. 9. Must demonstrate satisfactory completion of Cerebral Palsy Associations of New York State's orientation training. 10. Must demonstrate satisfactory completion of the Office for People with Developmental Disabilities (OPWDD) approved Medication Administration Course and maintain annual Medication Administration, CPR, and First-Aid Re-Certification. (Preferred) 11. NYS Valid Driver's License & Proof of Department of Motor Vehicles driving history, 3 years of current driving experience with no more than one moving violation in the previous 24 months (2 years), and no driving while intoxicated convictions required. 12. Performs all job responsibilities in full compliance with all applicable laws, rules, regulations, policies and procedures. Adheres to the agency's corporate compliance program, including the code of business conduct, the NYS and federal false claims acts, whistleblower protections and mandatory reporting. Completes corporate compliance training at least annually. Fully cooperates in all corporate compliance investigations and reviews.