Data Control Coordinator

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A Brief Overview
Working in the Clinical Genetics Office, the Data Control Coordinator will have primary responsibilities in transcribing physician dictated clinical interpretations into the necessary clinical systems to generate complete patient records and forwarding documentation to the billing office so that charges can be entered. Multiple data sources will need to be coordinated to ensure proper and timely documentation of the clinically-relevant information. Secondary duties will include calling patient families to request records and schedule and confirm appointments, file charts and give charts to Genetic Counselors to review prior to family visit, along with processing calls and requests related to the Clinical Genetics service. Must be able to meet deadlines, work on several projects at once, and understand all the concepts involved in the work performed.

What you will do

• Transcribing/Billing - 50% effort
• Work with Medical Director to transcribe the clinical interpretations of cytogenetic and cytogenomic studies into the designated form/ clinical system, including findings, references, and further recommendations.
• Gathering data clinically-relevant to patient findings.
• Responsible for the timely submission of these interpretations to the billing staff via the interoffice mail, along with interfacing with the clinical laboratories systems so complete records can be generated for patients studied.
• Follow-up with billing representative and respond to their further billing inquiries.
• Schedule patients for appropriate physician and clinic and maintain complex outpatient schedules - 25% effort.
• Using EPIC scheduling systems, accurately schedule new and follow-up appointments by phone and in person for all multidisciplinary team members.
• For new patient appointments, accurately and thoroughly complete intake information.
• For new patient appointments, inform 100% of families of divisional payment and referral policies.
• Follow divisional guidelines for scheduling 100% of the time.
• Schedule ancillary tests, as requested by clinical staff. Complete necessary paperwork.
• Review 100% of appointments scheduled by other personnel to ensure that appointments have been scheduled according to guidelines. Make and necessary changes.
• Patient Visit Correspondence - 10% effort
• Mail/ route outpatient visit summaries within two week of date of visit. Keep updated tracking sheet of this activity for internal auditing purposes.
• Immediately fax initial impression summary to referring pediatrician or pediatric sub-specialist.
• Contact families prior to visit to confirm appointment date, time, and other clinical relevant information.
• Record Upkeep - 10% effort
• File all records in the charts in the file room. In addition, file outpatient summaries from other specialties and lab results in the appropriate patient chart.
• After clinic, take the pictures off of the digital camera and upload them onto the shared drive. Convert the photos to the appropriate format and compile in the patient chart on the shared drive.
• Pull charts for upcoming visits, as assigned and forward them to the appropriate clinic staff for review.
• Obtain additional records from various hospital departments prior to the appointment via mail, fax, etc...
• Go to the relevant libraries, when needed to obtain clinical-related articles.
• Office Phones - 5% effort
• Retrieve messages from voice mail every morning.
• Answers phones according to Divisional policy.
• Forwards all patients calling for initial appointments to the Clinic Coordinator and/ or the Associate Director.

Education Qualifications

• High School Diploma / GED Required
• Associate's Degree Preferred
• Bachelor's Degree Preferred

Experience Qualifications

• Previous experience as a clerk or document control manager with an architectural, engineering or construction management firm or environment. Required

Skills and Abilities

• Knowledge of building trades and specifications and how they interact required
• Familiarity with various document and drawing reproduction equipment and utilizing third party copy centers for extensive document copying and distribution required.
• Proficiency with Microsoft application software including but not limited to Microsoft Word, Microsoft Excel, Microsoft Power-point and Microsoft Access.
• Working knowledge with either Microsoft Outlook or Novell Group-wise email systems required.
• Excellent oral and written communication, organizational, customer support and service skills
• Knowledge of AutoCAD a plus

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must be fully vaccinated against COVID-19 and receive an annual influenza vaccine. Learn more.

Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed.

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