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University of Delaware

Location: NewarkDE 19702 Document ID: AC273-0E95 Posted on: 2018-07-3007/30/2018 Job Type: Regular

Job Schedule:Full-time
2018-08-29
 

Clinical Data Specialist

PAY GRADE: 29E

DEADLINE: JULY 31, 2018

CONTEXT OF THE JOB:

The Center for Counseling and Student Development (CCSD) is the primary mental health unit on the UD campus, providing support and services to a campus of 23,000+ students each year. The CCSD also supports three psychology training programs, offers consultation services to the UD community, and provides student development and educational programs to a wide variety of groups on the campus. The CCSD provides the campus with a 24-hour, seven-days-a-week crisis management system (ProtoCall).

The Clinical Data Specialist (CDS) serves as lead staff member for database development, manages data collection and analysis, provides technical support, and improves program and center efficiency and services. The CDS is an active member of the clinical management team that provides support for clinical study protocols, clinical study reports, interim analyses, and other related activities as needed.

Under general direction of the CCSD Director, the CDS collects and analyzes complex data, maintains compliance with all federal and state policies and regulations to include, but not limited to, the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPAA). This position requires a high level of independent judgment, special attention to detail, knowledge and understanding of medical and psychological terminology, the application of appropriate clinical data management practices, and flexibility. The CDS communicates effectively, manages good working relationships with internal and external constituents, and works well with a diverse group of clients and professionals.

MAJOR RESPONSIBILITIES:
  • Data Analysis and Management
  • Independently conduct data analysis as appropriate, to include several quality assurance projects.
  • Perform quality control checks, research potential issues impacting the quality of CCSD services and produce analytic datasets and reports.
  • Develop and test clinical data in two electronic medical records systems.
  • Independently develop and revise data templates to improve client care processes.
  • Prepare and maintain research reports utilizing data from databases and the electronic health record for clinical and research purposes.
  • Participate as a contributing member of the CCSD research committee and communicate with the Institutional Review Board (IRB) on behalf on the committee.
  • Work with CCSD to address issues affecting data quality and integrity such as missing data and data entry errors; investigate and recommend new methods for implementing, managing and improving medical records data collection and analysis; participate in planning meetings.
  • Run specified clinical reports in Titanium and Point and Click to appropriately use in an Excel format to satisfy American Psychological Association (APA) and the International Association of Counseling Services (IACS) criteria.
  • Initiate and manage special projects related to clinical data needs of the Director, Associate and Assistant Directors, and the CCSD in general.
  • Maintain existing clinical databases and create new databases for each area of clinical work, e.g., training, outreach, and emergency.
  • Serve as liaison between Student Wellness and Health Promotion (SWHP), Information Technology (IT), external vendors and service providers for issues related to data collection and use.
  • Assists with weekly case assignment data analysis and preparation.
  • Maintain Excel database of upcoming initial consultations, daily walk-in appointments, general CCSD information related to client utilization of services across center offerings, and additional information as requested by the Director; prepare and provide weekly reports for the Director.
  • Perform accurate computer data entry in Excel, electronic medical records and other electronic database software; enter, manage and retrieve data as needed and generate clinical and statistical reports.
  • Develop new tools as well as the maintenance and evolution of existing systems and processes involved in the collection, review, analysis, and storage of all clinical data.
  • Assist with the utilization, coordination, troubleshooting, updating and maintenance of the Titanium software and database.
  • Research and learn new or evolving computer programs applicable to the CCSD setting.
  • Maintain accurate administrative and clinical files and records in Titanium, ProtoCall, and Point & Click.
  • Maintain and update the CCSD website; suggest and implement enhancements.
  • Medical/Psychological Records Management
  • Manage all pertinent CCSD client medical records, consents and other legal documents and maintain compliance with FERPA and IRB guidelines.
  • Work with confidential psychological records including preparing, maintaining and updating client charts accurately, consistently and in a standard format.
  • Oversee administrative assistants' use of Titanium electronic database, including migration of client data/notes from Point & Click.
  • Design and implement record-keeping systems, forms, and procedures.
  • Maintain files of former clients and manage the annual destruction of expired files according to American Psychological Association (APA) guidelines.
  • Participate in the release of medical records in accordance with legal, ethical, and procedural requirements under the supervision and direction of the Director and/or Associate Director.
  • Manage and conduct timely scanning of confidential client documentation/correspondence into electronic student record system.
  • Secure the organization, location and confidentiality of client records and related files.


MAJOR RESPONSIBILITIES:
  • Notify CCSD director or appropriate CCSD staff regarding unusual or unexpected events/problems requiring immediate consultation and/or intervention.
  • Provide outreach to campus community regarding CCSD clinical data.
  • Assist with training of new staff and psychology trainees.
  • Act as a liaison with the Student Life Director of Assessment, Research and Operations, University of Delaware departments, staff and community.
  • Prepare presentation data and information for high-level communications with other campus units and University leadership.
  • Coordinate administrative support functions, including wait list for counseling appointments and staff on-call schedules; facilitate timely completion of administrative processes and provide back-up administrative support as needed under the supervision and direction of the Director and Associate Director.
  • Support and assist the Referral Coordinator as needed, with approval of the Director.
  • As needed, perform duties of reception (client check in and responding to general phone calls for appointments), when administrative staff is understaffed.
  • Enhance professional growth and development through participation in educational programs, current literature, in--service meetings and workshops.
  • Perform miscellaneous job-related duties as assigned.


QUALIFICATIONS:
  • Bachelor's degree and two years related experience, or equivalent combination of education and experience.
  • High level of accuracy and attention to detail required.
  • Ability to understand and follow standards of confidentiality, discretion, professionalism, safety and risk management practices at all times required.
  • Ability to be sensitive to the needs of others and to maintain good public relations and communicate effectively and interact well with people of all ages and diverse backgrounds required.
  • Ability to evaluate and lead development or improvement of administrative policies, procedures, practices, or programs; one to two years of experience preferred.
  • Knowledge of psychological and psychiatric terminology preferred.
  • Working knowledge of customer service, administration, computer, and/or counseling center operations with skills and experience or responsibility in a psychological, medical or similar setting preferred


HOW TO APPLY:

When applying please submit a one-page cover letter and your resume as one document. Also, please remember to provide names, addresses and telephone number of at least two references in the online application.

Equal Employment Opportunity

The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html

To apply please click here!