Trauma Registry Associate

Job Description

POSITION SUMMARY

The Trauma Registry Associate works under the regular supervision of the Trauma Program Manager. The Associate is responsible for the collection, data entry, maintenance, and reporting of data obtained from Emergency Department documents and electronic medical records as required by appropriate regulatory agencies.

Principal Duties:

1.   Participates as an integral team member in the maintenance of and preparation for review of the Level II Trauma Center.

2.   Assigns and scores all injuries utilizing the AIS and ICD-9/10 scoring system. Completes and verifies for accuracy all data collected.

3.   Assists with the identification of appropriate cases for inclusion in the trauma registry.  Ensures that inclusion criteria for entry into the Trauma Registry as set by the Maryland Institute for Emergency Medical Services Systems (MIEMSS) is followed.

4.   Ensures compliance with National Trauma Data Bank (NTDB) and other State regulatory agencies.

5.   Reviews, corrects and validates Trauma Registry reports prior to submission.

6.   Participates in statewide meetings of Maryland Trauma Registry, Education, and Injury Prevention Quality Improvement Council (TQIC).

7.   Utilizes paper and electronic records as well as other hospital and EMS databases to assist with the collection of data to be entered into the Trauma Registry.

8.   Appropriately codes injuries, complications, and procedures with 100% accuracy.

9.   Enters designated data in the trauma registry with 100% accuracy.

10. Performs concurrent and retrospective trauma chart audits for accuracy, in collaboration with the Trauma Program Manager.

11. Evaluates the documentation of nursing staff/hospital providers and identifies missing data elements. Coordinates with nursing administration to correct and obtain the information on the hospital record. Reconciles data as the information becomes available.

12. Recognizes when Trauma Standards of Care are not being met. Identifies cases requiring further review by committee.

13. Evaluates current trends in injury mechanism and advises administrative team regarding needs for Prevention Initiatives.

14. Communicate with the Trauma Program Manager concerning any questions, problems, issues or concerns related to the trauma registry or trauma program.

15. Maintains strict patient, physician, trauma program, and hospital confidentiality at all times.

16. Assists with trauma program activities as requested including but not limited to focused chart audits and data validation, trauma outcomes management, trauma education, trauma data analysis.

17. Collaborates with Information Technology computer hardware and software maintenance and backup to assure proper registry function.

18. Represents the trauma center at national, state, and local meetings, as requested by the Trauma Program Manager. Serves on local, state, and national committees as requested by the Trauma Program Manager.

19. Works collaboratively with physicians, coworkers, management and other internal/external departments.

20. Perform other duties and special projects as assigned.

Customer Service:

1.   Greets customers in courteous, friendly, respectful and professional manner at all times, including maintaining eye contact when appropriate.

2.   Follows communication protocols to both internal and external customers, including introducing him/herself with job title and experience, asking open ended questions, such as “How may I be of help to you?” using the customer’s name as soon as it is learned.

3.   Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate resolution.

4.   Keeps customer’s information confidential, including public places such as elevators or the cafeteria.

5.   Provides assistance and offers help immediately, including finding someone else to meet the request, if unable to do so him/herself. Introduce other staff to customers when a hand-off occurs and explain that the person will provide excellent service.

6.   Demonstrates commitment to excellent service recovery when a customer’s expectations have not been met.

Commitment to Co-Workers:

1.   Offers assistance to colleagues and other departments when needed.

2.   Takes responsibility for solving problems regardless of origin; completes assignments, and respects deadlines.

3.   Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved. Refrains from criticism in public.

4.   Mindful and respectful of others’ time and schedules. Attends meetings on time and communicates any absences.

5.   Provides co-workers with a status report for continuity of workflow when planning to be out of the office, off the unit, or away from the department

Communication Etiquette:

1.   Respectful, courteous and professional in all forms of communication and follows facility’s service communication protocol in all interactions.

2.   Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty.

3.   Does not text or use e-mail during meetings (except for exigent or emergency situations).

4.   Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail).

5.   Makes every effort to answer telephone calls within three rings, introducing him/herself, department and title (if appropriate).  Asks permission before placing the caller on hold or using the speakerphone.  If caller is transferred, gives the caller the extension number of the person he or she is being transferred to.  Offers further assistance to the caller upon completing the conversation.

6.   Maintains an appropriate voicemail message and when away from the office has an out-of-office email message that is brief, current, and includes name and department and offers the caller options if possible.

7.   Returns email and voicemail messages promptly but no later than within one business day (24 hours).

8.   Always mindful of voice and language in public.

Self Management:

1.   Completes all necessary training for the Trauma Registry as directed by the Trauma Program Manager.

2.   Maintains good knowledge of relevant medical terminology and procedures.

3.   Reports to work appropriately groomed and in compliance with the Hospital’s dress code.  Wears identification badge at all times at chest level and facing outwards so identification is clearly visible.

4.   Complete all assignments within deadlines or negotiates alternative actions and time frames in order to achieve desired outcomes.

5.   Completes mandatory, annual education and competency requirements.

6.   Follows UMCRH safety, infection control and employee health standards.

7.   Demonstrates responsibility for personal growth, development and professional knowledge and competency.

8.   Adhere to all UMCRH and department policies and procedures, including Code of Conduct and professional behavior standards.  Does not exceed Hospital guidelines in reference to attendance, punctuality, and use of sick and unplanned absences.  Provides notification of absences, lateness and vacation requests according to department guidelines.  Respects length of time for lunch and break times.

9.   Reviews, signs, and adheres to UMCRH and/or departmental confidentiality statement.