Clinical Applications Coordinator 1237

Job Summary: 

The incumbent serves as Clinical Applications Coordinator (CAC), providing an advanced level of competence in improving patient care through the use of automation tools such as the computerization of clinical information to improve the standard of direct patient care. Serves as specialist/integrator in the implementation and ongoing support of multidisciplinary clinical software applications used in the clinic setting. While the IT Director has some CAC-related responsibilities. 

Essential Functions:

• Responsible for supporting, maintaining, and coordinating software packages including but not limited to the Electronic Health Record (EMR), Pharmacy Data Management package (Drug Files), RPMS-ScriptPro Interface (APSS), Outpatient Pharmacy (APSP), and Pharmacy Point of Sale (ABSP).
• Consults with Medical Staff, Nursing Staff, Clinical Leadership, Information Technology, Pharmacy, Laboratory, Radiology, Behavioral Health and other departments in customizing and optimizing software, and training individuals in the daily operation of the packages, as well as how the packages integrate with each other.
• Responsible for a broad range of activities surrounding the implementation of a comprehensive, standardized integrated health care information system such as working with clinical departments on clinical process design and redesign, integrating clinical information systems with clinical care and business processes, and overseeing any associated application training.
• Manage the customization of the site parameters, table maintenance, and technical settings, and addresses integration issues with other software packages.
• Reviews site parameters and local tables with each service for accuracy and completeness.
• Serves as liaison between service lines, clinics and departments concerning these processes, both clinical, business and administrative as well as serving on clinic committees and teams as needed.
• Organizes and/or provides training in standardized reports and in the creation of custom templates for ad hoc reporting utilities and serves as a resource for viewing, extracting, and utilizing the automated data.
• Promotes an atmosphere which encourages enthusiasm and user participation in clinical computing. Creates a positive environment for reporting application and/or system deficiencies and suggestions for system improvements and enhanced functionality.
• Promotes an awareness of the importance of data validity, data quality and data security.
• Coordinates efforts to correct deficiencies and errors which occur in the electronic record.
• Assists all clinical staff with setting up and optimizing their department specific packages including templates, quick orders, menus, super bills, reminders, and all other electronic medical record related items which are designed to help clinical staff improve efficiency and completeness when interacting with patients.
• Maintains an awareness and comprehensive understanding of all clinical software activities throughout the health center including but not limited to electronic health information databases (PubMed, Medline, etc.), meaningful use databases, and tele-radiology and telemedicine programs.
• Works with programmers in local testing of software, identifying software problems and requesting enhancements. Logs all problems, referring those requiring a higher level of technical support to the appropriate person or team.
• Make appropriate recommendations for process design and assess current healthcare process deficiencies created through the implementation of new technology.
• Must comply with federal laws and regulations as required by the Health Insurance Portability and Accountability Act (HIPAA).
• Performs related duties.

Professional Behavior   

• Effectively plan, organize workload and schedule time to meet the demands of the position.
• Work in a cooperative and professional manner with OHC and GPTCHB staff.
• Treat Great Plains tribes and collaborators with dignity and respect.
• Utilize effective verbal and written communication skills.
• Advance personal educational development by attending training sessions and seminars as appropriate.
• Exemplify a comprehensive knowledge of the software involved to determine any procedural issues versus system/application deficiencies.
• Exemplify excellent customer service with tribal stakeholders, health board colleagues, program partners, service recipients, visitors and guests.
• Foster a work environment of wellness, courtesy, friendliness, helpfulness and respect.
• Relate well and work collaboratively with coworkers and all levels of staff in a professional manner.
• Consistently demonstrate respect for and acceptance of differing capabilities, cultures, gender, age, sexual orientation and/or personalities.
• Maintain and ensure organizational privacy and confidentiality.
• Handle crisis and tolerate stress professionally.
• Be self-directed and take proactive initiative to assist others.
• Resolve issues with other departments and coworkers without direct supervision if needed.
• Exercise flexibility to alter plans/routines when situations require and continue to perform without projecting stress/frustration that would adversely affect the work environment.
• Promote an alcohol, tobacco and drug-free lifestyle.
• Embrace modes of appearance and attire that reflect a professional presence.
• Adhere to GPTCHB policies and procedures.
• Other duties as assigned by the Supervisor.

Requirements

• Participates in Core Connections training and applies GPTLHB Core Connections concepts and practices in their work.
• Knowledge of the drug file and the ability to update drug file entries, create quick orders, create and maintain drug order entry menus, create and update EHR templates, create and update EHR pick lists and pharmacy related CPT service codes, and all other informatics items related the pharmacy package.
• Ability to demonstrate an extreme attention to detail as it is paramount that order menus, quick orders, and drug files be as close to 100% accurate 100% of the time in order to ensure safe dispensing of medications.
• Knowledge of a wide range of concepts, principles, and practices of a healthcare professional, such as would be gained through extended graduate study or experience, and skill in applying this knowledge to difficult and complex work assignments involving multi-service clinical software applications.
• Evidence of interest and knowledge of RPMS software packages or in medical informatics.
• Demonstrated ability to communicate effectively with peers and superiors, to speak in front of groups and to communicate in writing policies, procedures, memoranda and training materials. Ability to operate and communicate effectively while under pressure is essential.
• Experience serving as a liaison between groups within an organization, as an effective member of organizational teams and in coordinating software implementation projects.
• Extensive knowledge of a broad range of patient care activities, healthcare information flow, general medical practice, and general healthcare administrative processes. Has a working knowledge of the clinic environment and how the different services and functions interact.
• Skilled in problem solving, interpersonal relationships in the workplace and conflict resolution.
• Ability to work independently, to plan, coordinate and implement projects and to complete projects on schedule.
• Knowledge of current healthcare industry Privacy Act and security requirements.
• Basic knowledge of a wide variety of disease states and their implications on health as well the of the drug therapy which can treat and improve these conditions
• Ability to clearly communicate with other healthcare professionals as well as patients both verbally and in writing.
• Exemplify an understanding of the SOAP note format and how to develop and convey a care plan and properly document patient encounters.
• Foster a work environment of wellness, courtesy, friendliness, helpfulness and respect.
• Relate well and work collaboratively with coworkers and all levels of staff in a professional manner.
• Familiarity and/or experience working with American Indian populations and respect for and knowledge of traditional, cultural and spiritual practices of diverse American Indian communities, as well as an ability to work with other culturally and ethnically diverse populations.
• Consistently demonstrate respect for and acceptance of differing capabilities, cultures, gender, age, sexual orientation and/or personalities.
• Maintain and ensure organizational privacy and confidentiality.
• Must be able to handle crisis and tolerate stress professionally.
• Must be self-directed and take proactive initiative to assist others.
• Possess the ability to resolve issues with other departments and coworkers without direct supervision.
• Able to exercise flexibility to alter plans/routines when situations require and continue to perform without projecting stress/frustration that would adversely affect the work environment.
• Ability to effectively present information in one-on-one and small group situations to community members, consumers and other employees of the organization.
• Proficiency with computer programs (Word, Excel, PowerPoint) and other Internet technologies.
• Valid driver’s license must be kept current, and certificates, credentials or licenses must be kept current and consistent with regulations required by applicable federal, state and/or grant regulations.
• Ability to promote an alcohol-, tobacco- and drug-free lifestyle.
• Embrace modes of appearance and attire that reflect a professional presence.
• Adhere to GPTCHB policies and procedures.

Supervisory Controls

The supervisor sets the overall objectives and resources available. The employee and supervisor, in consultation, develop deadlines, projects, and work to be done.

The employee is considered an expert and is responsible for planning and carrying out the assignment, resolving most of the conflicts that arise, coordinating the work with others as necessary, and interpreting policy on own initiative in terms of established objectives. In some assignments, the employee also determines the approach to be taken and the methodology to be used. The employee keeps the supervisor informed of progress and potentially controversial matters.

Completed work is reviewed only from an overall standpoint in terms of feasibility, compatibility with other work, or effectiveness in meeting requirements or expected results. 

Guidelines 

Guidelines consist of Great Plains Tribal Chairmen’s Health Board and Oyate Health Center directives, manuals, policies and procedures guidelines. 

The incumbent will develop and implement EHR infrastructure, policies, and procedures as necessary to carry out GPTCHB and OHC Leadership’s directives, goals, and objectives. 

Technical guidelines consist of IT policies, user and technical applications, manuals and clinical policies and procedures. Guidelines related to clinical scheduling are vague.

Complexity/Scope of Work

The work typically includes varied duties that require many different and unrelated processes and methods, such as those relating to well established aspects of an administrative or professional field.  Decisions regarding what needs to be done include the assessment of unusual circumstances, variations in approach, and incomplete or conflicting data. 

The work involves establishing criteria; formulating projects; assessing program effectiveness; or investigating or analyzing a variety of unusual conditions, problems, or questions.

Contacts

The personal contacts are with employees throughout the organization and are generally engaged in different functions and kinds of work and may be representatives from various levels.   Other personal contacts at this level include contact with partner organizations, Tribal affiliate organizations, and members of the general public.

The purpose is to plan, coordinate, or advise on work efforts, or to resolve operating problems by influencing or motivating individuals or groups who are working toward mutual goals and who have basically cooperative attitudes. 

Work Environment/Physical Demands

The characteristic demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

The work is typically performed while sitting at a desk or table or while intermittently sitting, standing or stooping. The work is typically performed in an office and the noise level in the work environment is usually quiet.  While performing the duties of this Job, the employee is regularly required to sit; use hands and fingers to manipulate, handle, or feel; and, talk or hear. The employee must regularly lift and/or move light objects.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

This position requires operation of a motor vehicle, and may require occasional travel to attend meetings, seminars, and to provide training and assistance.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supervisory and Management Responsibility

This is a non-supervisory position that may provide functional direction, guidance and instruction to other employees when necessary. This position possess authority to assign, coordinate, and review quality and quantity of work of other employees. Instructs employees in specific techniques or technical methods for accomplishing work assignments. The employee may perform the same type of work as other employees but may be responsible for performance of the more technically difficult, controversial, or sensitive work assigned to the unit or group.

Education/Experience/Certificates/Credentials

• Bachelor’s degree in Healthcare Professions from an accredited college (Pharmacy, Nursing, Medicine, Laboratory, etc.) and five (5) years of experience with various aspects of EHR/RPMS (or an equivalent comprehensive electronic health record); or a Master’s degree in Healthcare Professions and three (3) years of experience with various aspects of EHR/RPMS (or an equivalent comprehensive electronic health record). Progressively responsible work experience may be substituted on a year-for-year basis for college.
• Current licensure/registration as a healthcare professional in any of the 50 states, the District of Columbia, or a U.S. Territory.
• Working knowledge of current Indian Health Service (EHR/RPMS) and/or Veteran's Administration clinical software applications (CPRS) is required.
• Possession of or ability to readily obtain a valid driver’s license issued by the State of South Dakota with a clean driving record.
• Must successfully pass a criminal and background check, and a pre-employment drug screen.