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Quality Improvement Program Specialist

2 months ago

Austin, Texas, United States Texas Department of Aging & Disability Services Full time
Job Overview:

The role involves executing routine consultative and data processing tasks under the guidance of the Continuous Quality Improvement (CQI) team manager, specifically within the IIS Unit.

Responsibilities include managing records, ensuring data quality, and providing customer support for ImmTrac2, the Texas immunization registry. This position entails processing organization registrations and renewals for access to the Texas IIS, as well as investigating and resolving duplicate records and questionable matches (QMs).

Engagement with ImmTrac2 users and registered IIS organizations is crucial, including interactions with Public Health regional staff, local health departments, healthcare providers, school nurses, immunization stakeholders, and the general public.

Key tasks include entering immunization data and retrieving records from ImmTrac2; handling requests for immunization records from providers and the public; processing registry user applications; and assisting in documenting ImmTrac2 policies and procedures.

The position operates under moderate supervision with limited latitude for initiative and independent judgment.

Key Responsibilities:

Regular attendance and adherence to agency leave policies are essential, along with performing additional duties as assigned.


(35%) Facilitates the processing of Texas IIS registrations and renewals. This includes verifying the legitimacy of organizations registering and renewing to comply with legal requirements for reporting and accessing IIS client and immunization data. Identifies and resolves issues related to registrations and renewals, data entry errors, and other data quality concerns. Conducts outreach to organizations to verify and confirm submitted registration and renewal information. Engages in user management activities as requested by organizational contacts, collaborating with the IIS Interoperability team for data exchange organization registrations and renewals.

(20%) Conducts ImmTrac records management activities. This involves resolving duplicate and questionable match (QM) records and merging duplicate clients. Interacts with providers, local health departments, and other users to investigate and resolve QMs. Identifies and addresses user training or quality assurance (QA) issues that may lead to QMs, data errors, or records quality problems. Conducts investigations and retrieves public health information from various databases. Assists with user surveys, QA, and program improvement initiatives as required. Generates performance statistics and reports on QM resolution and QA processes.

(20%) Manages immunization record data entry and customer notifications. This includes ensuring compliance with ImmTrac rules, policies, and procedures during immunization history data entry. Reviews and verifies immunization histories submitted by parents, providers, or other entities. Communicates with healthcare providers for clarification of immunization information. Implements processes for delivering required notifications to parents and healthcare providers. Coordinates with mailing facilities and/or contractors for customer notification processes. Generates performance statistics and operational reports on record entry and notification activities.

(20%) Provides customer support and program support activities. Assists with inquiries directed to the Customer Support area. Offers on-site and telephone training in record search and data entry to assist users and ensure the quality of immunization records. Processes immunization record requests from providers and the public; performs printing, photocopying, and faxing of public health information as necessary. Aids in processing registry user applications and documentation filing. Supports user training, education, and customer support activities with Program and Unit staff, regional office personnel, and local health department staff. Participates as a user in testing and verifying program enhancements to the ImmTrac registry application; provides written and verbal feedback to technical and program staff regarding enhancements and improvements to the registry.

(5%) Additional duties as assigned may include actively participating and/or serving in a supporting role to fulfill the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may necessitate an alternate shift pattern assignment and/or location.

Required Knowledge, Skills, and Abilities:
Familiarity with basic public health program practices, principles, and techniques.

Understanding of basic immunization and immunization registry practices, principles, and benefits.

Knowledge of relevant rules, regulations, policies, and procedures, with the ability to interpret them.

Proficiency in English grammar, punctuation, spelling, and basic arithmetic.

Skill in managing public health records, including Protected Health Information (PHI) and/or Personally Identifiable Information (PII).

Competence in proofreading, editing, and ensuring accuracy in work.

Proficiency in using relevant computer software (Windows, Word, Access, and Excel).

Ability to interpret immunization registry rules and Immunization Unit policies.

Capability to maintain complex and confidential data files and records while resolving issues.

Aptitude for organizing, coordinating, and executing multiple ongoing work assignments.

Ability to establish effective working relationships with supervisors, co-workers, and other division personnel.

Proficient in engaging with the public and healthcare professionals, with effective oral and written communication skills.