Trauma Registrar/Administrative Asst.

EXCELLENT BENEFITS & EARNED TIME PACKAGE

HYBRID/REMOTE POSITION

Wentworth-Douglass Hospital, an affiliate of Mass General Brigham, is committed to supporting patient care, research, teaching, and service to the community.  We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve. At Mass General Brigham, we believe in equal access to quality care, employment and advancement opportunities encompassing the full spectrum of human diversity: race, gender, sexual orientation, ability, religion, ethnicity, national origin and all the other forms of human presence and expression that make us better able to provide innovative and cutting-edge healthcare and research.

 JOB SUMMARY

The Trauma Registrar and Administrative Assistant is a dual-role position responsible for maintaining accurate trauma patient records and providing administrative support to the Trauma Services department. This role ensures the efficient operation of trauma data management and supports the administrative needs of the team.

 ESSENTIAL FUNCTIONS:

1. Maintains Trauma Database:

• Proper case selection as required by the New Hampshire Trauma Medical Review Committee, American College of Surgeons Committee on Trauma, and Wentworth-Douglass Hospital inclusion and exclusion criteria.
• Monitors ED logs, reports, and other electronic and paper sources to identify potential trauma cases.
• Extracts data for all current data fields for the registries from various electronic or paper sources following divisional, ACS, NTDS, and TQIP policies.
• Fills out data entry forms when appropriate.
• Performs diagnostic/procedure/location/injury coding following the AIS and ICD-10 guidelines and rules.
• Performs data entry on the cases selected and extracted adhering to internal, state, and regulatory standards.
• Enters performance improvement and compilation data points.
• Abstracts cases into the trauma registry in required timeframes, performs duties, and meets productivity expectations in a manner that allows the trauma registry to meet the necessary standard benchmarks set by the National Trauma Data Bank and NH Trauma Medical Review Committee.

2. Data Management:

• Assists with cleaning up data using validation reports and correcting errors when identified. Reports discrepancies to the trauma program manager when unable to resolve.
• Performs inter-rater reliability to ensure accuracy of data.
• Generates reports as requested.
• Assists with data projects including calculations or data mining with direction from the program manager and may include research projects, education and outreach, loop closure, or performance improvement activities.
• Assists with the preparation of state or NTDB mandatory data submission and ensures submission in accordance with required calls for data.
• Develops graphs and other reports.
• Analyzes trends in trauma.

3. TQIP:

• Attends webinars on TQIP education.
• Understands and stays current with TQIP concepts, definitions, and requirements.
• May attend TQIP conference.
• Performs TQIP data entry when needed.
• Participates in TQIP program as directed.

4. Administrative Support:

• Provides administrative support to the Director and service line Managers and others as directed to ensure successful service line operations.
• Performs routine administrative/clerical functions including, but not limited to, correspondence, meeting coordination, and other duties as assigned.
• Works to resolve any clerical and office workflow issues as processes evolve and change.
• Prepares meeting agendas and minutes by working collaboratively with departmental staff and others to create agendas, pertinent meeting information, and disseminate as appropriate. Supports the development of the WDPC Board of Directors materials as requested.
• Creates and enhances departmental files and records.
• Serves as backup for other administrative staff in the department in the event of illness or vacation time.
• Monitors and manages education/travel budget, ad hoc expense items, and ad hoc invoices per organizational and departmental policy.
• Assists service line leadership in the completion of annual performance reviews and annual requirements for the direct reports of service line leadership.
• Coordinates and assists in the preparation of all introductory and annual evaluations and touchpoints.
• Coordinates peer feedback, Healthstream (LMS), and Standards of Conduct completion.
• Maintains a current listing of staff certifications and licenses along with expiration dates.

5. Timekeeping / Payroll Support:

• Acts as the primary resource for payroll and timekeeping for all designated areas.
• Edits and submits payroll for all designated departments, ensuring payroll policies and procedures are adhered to.
• Reviews time records and exemption/exception sheets for accuracy and submits to payroll staff according to established deadlines. Maintains department exception sheets.
• Monitors/analyzes employee absenteeism and leaves of absence while escalating concerns to the appropriate Manager.
• Acts as the liaison for staff payroll-related inquiries.
• Manages education/travel budget, ad hoc department expenses, and ad hoc invoices.
• At the direction of Service line leadership:
  • Approves and submits professional dues and educational expenses.
  • Coordinates conference/meeting travel requests for service line staff and leadership.
  • Tracks specific departmental education/travel budget items to ensure actual spend does not exceed budgetary allowance prior to submission to WDH Travel Coordinator.

6. Project Management:

• Works independently and within a team on special non-recurring and ongoing projects. Acts as project manager for special projects at the request of the Director, which may include planning and coordinating multiple presentations and disseminating information.
• Assists with coordination, development, and progress of projects as measured against the timeline and identified output/product.
• Collaborates and integrates effectively with other departments and services and participates in meeting project objectives.
• Serves as key contact for project progress and related activities.
• Communicates regularly with the department Director on project issues/items that impact the scope of the project(s).
• Manages communications, ensures issues/changes or required performances impacting the project are documented and addressed with the appropriate individual(s).
• Facilitates project development process by coordinating/scheduling meetings with appropriate participants.

7. Compliance:

• Tracks annual requirements and tracking/reporting activities associated with Joint Commission and/or other surveys that require tracking/trending.
• Assists in tracking and trending of data from service line results under the direction of the Director and his/her designee.
• Maintains existing policies, standard operating procedures, and contracts. Tracks for review with service line leadership upon policy/contract renewal date(s).
• Creates, formats, edits, tracks, manages, and publishes/posts forms in accordance with organizational and departmental policy.
• Works with WDH contracts coordinator and Partners contract team to assist in the timely review, renewal, and tracking of all Surgical Services contracts.

Working Conditions:

• Office environment within a healthcare facility.
• May require occasional evening or weekend work to meet deadlines or attend meetings.

Physical Requirements:

• Ability to sit for extended periods.
• Ability to lift and carry office supplies and equipment.