Registered Nurse- Medical Records Review Coordinator

Department: Quality Systems
Reports To: Director of Quality Systems
FLSA Status: Exempt
Direct Reports: None
OSHA Risk Category: 2
 

Job Summary/Scope

The Medical Records Review Coordinator’s (MRRC) primary objective is to maximize organ donor potential by identifying opportunity and missed opportunities for organ donation.  This will be accomplished by performing timely retrospective reviews of death records from donation service area hospitals. The MRRC is responsible for ensuring compliance with AOPO, CMS, and OPTN regulations and standards as well as hospital specific accreditation standards. This position must develop and maintain a strong working relationship with hospital health information management departments and a thorough knowledge of ARORA’s donation service area hospital electronic medical record systems (EMRs) and internal EMR.

Essential Functions

1. The MRRC is responsible for ensuring compliance with AOPO, CMS, and OPTN regulations and standards as well as hospital specific accreditation standards.
2. Independently conducts comparison analysis of ARORA referral information and hospital medical records to ensure there were no missed opportunities for donation.
3. Utilizes clinical judgement and regulatory knowledge to determine which hospital medical records are to be reviewed as well as to analyze information in the records relevant to ARORA.
4. Provides monthly data report which details the outcomes of reviews and advises on courses of action to improve and optimize donor opportunities.
5. Ensures the integrity and accuracy of all data reported.
6. Responsible for reviewing records and determining if hospitals are following organ donation related operating procedures and/or Memorandum of Agreements.
   1.  Identifies and documents which hospitals are not optimizing donor potential and advises on courses of action to address such issues.
7. Determines timeliness of all referrals by examining occurrences of clinical triggers and comparing to ARORA clinical records in iTransplant.
8. Conducts monthly mortality log reconciliation for assigned hospitals against internal records. 
   1. Requests information from hospitals and provides timely follow-up as needed.
9. Responsible for data entry and updates into the iTransplant system based on information found during record reviews.
10. Reports outcomes of death record reviews to ensure information can be accurately relayed to the appropriate donor hospital.
11. Identifies, develops, and maintains good working relationships with key hospital medical records staff.  Serves as organization’s liaison with hospital staff with respect to medical records and records review. 

Secondary Functions

1. Executes limited responsibilities of Quality Compliance Generalist (QCG) and Quality Operations Specialist [QOS (except for Q-Pulse SA duties)].  Have basic working knowledge of QCG and QOS operations.
2. Execute limited responsibilities of the Quality Clinical Specialist (QCS).
3. Participate in process improvement opportunities related to organizational QAPI program.

Organizational Expectations

1. Maintains regular and punctual attendance at assigned work location.
   1. Accurately document timekeeping records.
2. Completes and maintains appropriate documentation in a timely and thorough manner including activities.  Examples include: training documentation, mileage, expenses, electronic schedule of ARORA events, and other forms.
   1. Proofs work for accuracy and completeness. 
3. Exhibits and models ARORA’s conduct standards, mission, and organizational clarity (core purpose, core values, business definition, and strategic anchors) in all job functions and interactions both internal and external to ARORA. 
   1. Utilize the ARORA strategic anchors: Creating a Culture of Donation, Financially Sound and Quality during work activities and in the decision-making process.
4. Attendance at staff meetings, training programs, and/or in-services meetings, as required.
5. Demonstrates professional appearance, behavior and standards in all business dealings and interactions.
6. Demonstrates professional conduct and behavior reflective of ARORA’s respect, honor, admiration and reverence for the donor and donor family.
7. Fosters effective relationships with client representatives.
8. Performs other duties as assigned.

Potential Risk Factors:

1. Risk Exposure to Blood/Body Fluids:  While performing some essential functions of your position, you may be exposed to blood or body fluids.  Established procedures identify the appropriate personal protective measures that you should use when performing essential functions of your position.  The ARORA Safety program will provide you with the appropriate procedures and guidelines in which you should perform the essential duties of your job.  If you need additional training or resources, please see your supervisor or the ARORA Safety Officer.
2. Repetitive Motion:  While performing some essential functions of your position, you may be required to perform some functions repeatedly.  When such tasks are not performed properly, injury can result.
3. Minimum Weightlifting Requirement:  While performing some essential functions of your position, you may be required to do some lifting, moving, pushing, or pulling.  When such tasks are not performed properly, injury can result.  Established procedures identify the precautions and/or equipment that should be used when performing this task.  Must have the ability to lift minimum weight of 20 lbs.
4. Prolonged Sitting, Standing, and Bending:  While performing some essential functions of your position, you may be required to sit, stand, or bend for an extended period of time.  When such tasks are not performed properly, injury can result.  Established procedures identify the precautions and/or equipment that should be used when performing this task.
5. Competency Evaluation:  Competency evaluations are required for this position.  Your supervisor will notify you when your evaluation is to be conducted.
6. Training:  You may need additional training to better understand the performance requirements of your essential job functions.  Training classes are available and can be requested and/or assigned.  Your attendance at such classes is mandatory.

Work Environment

1. Works in normal office environment.
2. Infrequent travel required by personal vehicle to fulfill the duties and responsibilities of the position.  
3. Required to carry a cellular telephone for business purposes.
4. Non-smoking office.
5. Drug Free Workplace.

Work Hours

Forty-hour workweek with occasional weekends, holidays, or evenings.

Security Requirements

This position is responsible for acquiring and managing confidential records and ensuring that information is protected according to the recognized standards, regulations, and standards for maintaining patient records.

1. Registered Nurse.
2. Intermediate computer skills.
3. Consistent demonstration of attention to detail, precision, accuracy, and customer satisfaction.
4. Possess strong prioritization skills and the ability to effectively manage multiple projects and tasks.
5. Excellent problem solving, conflict resolution and interpersonal skills (i.e. has the ability to make decisions based on situational circumstance, company policy and customer relations). 
6. Ability to utilize general office equipment, software, and must be proficient in Microsoft Office Suite.

Preferred Qualifications

1. Bachelor’s degree in a Nursing. 
2. Prefer experience in hospital environment, health information management, health research and analysis and data analysis, utilization review, or similar healthcare/organ procurement organization experience with familiarity of medical records and medical terminology.