General Information

Job Title: Clinical Applications Coordinator

Date Posted: 04/05/2024

Location: Health Administration Office

Compensation and Hours

Minimum Salary: $34.13/Hour

Maximum Salary: $51.19/Hour

Type of Job: Full Time

Hours per Week: 40

Benefits: Health/Dental/Vision/401K

Anticipated Job Duration: Year Round

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Job Description

Indian Preference: Consistent with Public Law 93-638 and other federal laws recognizing the inherent right of the Tribe to exercise Indian Preference.

Purpose

Ketchikan Indian Community (KIC) job descriptions are a management tool to help organize duties and provide employees with the employer’s expectations with regard to a specific job classification. The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is a reasonable assignment for the position. This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

Job Summary

Incumbent serves as a specialist/integrator in the implementation and ongoing support of multi-service clinical software applications used for clinic electronic health record. Supports the daily interface between clinicians/medical staff and the electronic health record. Works with clinical staff in the efficient use of the software/systems used in the system as required and requested. Provides training on current software applications as required or requested.

Duties involve serving as the coordinator for deploying new portions of the electronic health record in specified clinical locations, consulting with all clinic staff in customizing software and altering workflow processes in the daily operation of the electronic health record.

Incumbent works closely with Information Technology services and support, other application coordinators, as well as clinical staff to implement integrated packages, to resolve conflicts, and to ensure a smooth operation in areas where computer packages overlap or are integrated with another services' functions.

ESSENTIAL JOB FUNCTIONS

Operational Duties

Completes operational duties in cooperation with clinical staff to Implement and support multi-service clinical software applications for clinic electronic health record. Supports daily interface between clinicians/medical staff and the electronic health record. Serves as Coordinator for deploying new portions of electronic health record in specified clinical locations. Consults with all clinic staff in customizing software and altering workflow process in daily operation of the electronic health record.

Constantly evaluating and modifying existing systems to meet operational requirements. Incumbent must understand all consequences and results of any modification to the systems. Must use problem-solving skills and be able to analyze data in performing job duties.

Incumbent promotes an awareness of the importance of data validity, privacy and security. Participates and assists in correcting deficiencies and errors that occur with the use of the electronic record. Incomplete progress notes and visits are reported to each individual medical provider via the EHR notification system.

A physician/provider notification status report is completed and reported to the Clinical Director on a weekly and monthly basis to ensure EHR visits are completed timely and accurately.

Ensures PCC data exports are set up and transmitted to the National Data Warehouse biweekly.

Ensures ICD-10, CPT, HCPCS and transaction (Charge master) codes are continuously updated to allow coding assignments to be completed accurately and at the highest level of specificity.

May be required to install, configure, and update software per established procedures. Assists with process issue identification and process improvement initiatives. Works directly with software vendor to support application as needed.

Analyze and evaluate processes related to information flow and serve as liaison between service lines concerning these processes. Assist IT team members and clinicians in data gathering and analysis. Acquire a comprehensive knowledge of the software involved to determine what procedural issues versus system/application deficiencies are. Analyze and recommend improved methodologies.

Information System Safeguards

Responsible to safeguard information system by identifying and solving potential and actual security problems. . Promotes an awareness of the importance of data validity / data security and coordinates efforts to correct deficiencies and errors that occur in the electronic record. Defines access privileges, control structures, and resources. Analyze requests and generate identifications across environments.

Identifies abnormalities and reports violations. Assesses current situation, evaluate trends, and anticipates requirements. Conducts periodic audits for security violations and inefficiencies. Prepares performance reports to keep users informed.

Actively works to protect electronic Patient Health Record information (ePHI) as required by HIPAA/HITECH and Meaningful-Use guidelines and regulations.

Quality Improvement Process

In conjunction with the Clinical Director and other Department Directors, ensure maximum compliance with accreditation standards, Quality Assurance Performance Improvement (QAPI), tribal, state, and federal regulations.

Prepares and monitors indicators for quality and continuous improvement. Coordinates with staff and other application coordinators to implement integrated packages, resolve conflicts, provide secondary support on related software modules, and assure smooth operations in areas where package scope overlaps or is integrated with other services’ functions.

Teamwork Contribution

Coordinates with Human Resources, Clinical Director, and other Department Directors to schedule new staff training.

Initiate and direct comprehensive training programs and in-services of current EHR software for department employees. Will provide training to clinical staff on current software applications and new features. Evaluate the structure and team plan for continual improvement of the efficiency and effectiveness of the department.

Establish an effective interpersonal relationship with all levels of personnel and promote an atmosphere that encourages enthusiasm and user participation in clinical computing. Create a positive environment for reporting application and/or system deficiencies and suggestions for system improvements and enhanced functionality. Perform other related duties as directed by supervisor.

Complexity of Duties

Constantly evaluates and modifies existing systems to meet operational requirements. Incumbent must understand all ramifications and effects of any changes to the systems. Must use problem solving skills and be able to analyze data in performing job duties.

Close attention to detail and mental concentration for extended periods of time are required with systems problems and applications.

Accuracy Responsibility Must use professional judgment to interpret and prioritize to provide for the needs of computers, e-mail, and other information system components must be set up to ensure that they provide the intended service.

Contacts With Others Internal professional contacts include the department directors, co-workers, auditors, governmental agencies, vendors, and the general public to exchange, and/or provides information. Interpersonal skills are required along with tact, decorum, and professional etiquette.

Professional customer service skills are a must. Incumbent assists in developing contracts and contacts. May work with other government experts and contractors. Incumbent will work with other application coordinators with responsibility for a broad range of activities surrounding the implementation and maintenance of a comprehensive, standardized, integrated health care information system.

Confidential Data

Have indirect access to most clinic data, vendors, memos, and financial standing of affairs. All types of information must be kept confidential and must adhere to the non-disclosure/confidentiality Clinic agreement in performance of job duties.

KIC COMPETENCIES

Cultural Competency: To be respectful and responsive (https://www.samhsa.gov/capt/applying-strategic-prevention-framework/cultural-competence/cultural-competence-spf#be-respectful-and-responsive) to the health beliefs, practices, and cultural and linguistic needs of KIC Tribal Members. Developing cultural competence is an evolving, dynamic process that takes time and occurs along a continuum (https://www.samhsa.gov/capt/applying-strategic-prevention-framework/cultural-competence/cultural-competence-spf#cultural-competence-continuum) .

Commitment: To serve Tribal Members and set a high standard for yourself in your performance; strive for results and success; convey a sense of urgency and bring issues to closure; and stay persistent despite obstacles and opposition.

Customer Service: Meet/exceed the expectations and requirements of internal and external customers; identify, understand, and monitor the needs of both internal and external customers, always talk and act with customers in mind; and recognize working colleagues as customers.

Effective Communication: Ensure important information is passed to those who need to know; convey necessary information with respect, clearly and effectively orally or in writing

Responsiveness and Accountability: Demonstrate a high level of conscientiousness; hold oneself personally responsible for one's own work; and do the required fair share of work.

Knowledge, Skills, and Abilities

• Extensive knowledge of ambulatory patient care services, facility environment, and how the different services and functions interact;

• Knowledge of current healthcare industry Privacy Act and security requirements according to the HIPAA / HITECH and Meaningful-Use guidelines and regulations;

• Knowledge of Cerner, Dentrix and other clinical software applications is preferred;

• Knowledge in Medical Informatics or health care setting is essential;

• Knowledge of medical terminology;

• Knowledge of adult education techniques;

• Skill to operate multiple software programs;

• Skill in problem solving regarding clinical information systems;

• Ability to serve as a liaison between groups within an organization, as an effective member of organizational teams and in coordinating software implementation projects;

• Ability to communicate effectively with peers and superiors, to speak in front of groups;

• Ability to communicate in writing policies, procedures, memoranda, and training materials;

• Ability to operate and communicate effectively while under pressure is essential;

• Ability to communicate professionally over the telephone and in person in a positive and clear manner;

• Ability to manage multiple tasks, including telephone, computer operations and in-person visits simultaneously;

• Ability to take verbal instruction and complete assigned project by established deadline;

• Ability to be flexible in order to perform at the highest level as a team player;

• Ability to utilize maximum degree of professionalism and diplomacy with those who may be experiencing a high degree of stress both mentally and/or physically (both patients and co-workers);

• Ability to work independently with minimal supervision and able to prioritize assignments;

• Ability to maintain confidentiality of all KIC operations and staff.

  Physical Activities

Must be able to hear. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Ability to use hands to finger, handle, or operate objects tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch; and taste or smell. Each of the listed activities also requires standing, sitting, walking, bending, and stooping, climbing on stools and ladders, and routinely lifting and carrying items and boxes up to fifty (50) pounds.

Writing by hand and using a personal computer. Long hours in front of computer screen. Frequently required to work extended hours. Attending evening and lunch time meetings as requested by supervisor. Traveling occasionally, to out-of-town meetings and functions.

Working Conditions

The environment involves the usual risks and stress of an office environment within a public service facility. The employee may be exposed to communicable diseases. Safety precautions for employees such as blood drawing for screening of various diseases such as hepatitis, required immunizations, etc. are necessary. The employee is occasionally subject to verbal abuse, threats, and physical violence from angry, hostile, or disgruntled patients and/or family members.

QUALIFICATIONS

Licensure

Possess current valid State of Alaska driver's license with a record acceptable to KIC’s Insurance carrier.

Education / Experience

A Bachelor’s Degree or a combination of education and/or experience equivalent to five (5) years Clinical IT or Clinical Application support preferred.

Technical certifications may be substituted for education/experience.

Any combination of related education and/or related experience will be considered if the candidate possess the demonstrated ability.

Required Job Qualifications

1 Can you pass a drug test?

Are you 18 or older?

Do you have a pending charge or past conviction for DWI/DUI?

Do you have any pending charge(s) or past conviction(s) for possession of a controlled substance?

Has a driver's license, permit, or privilege ever been suspended or revoked?

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