Data Abstraction/Entry Clerk II

Role Summary

Reporting to the Director of BC-CfE Drug Treatment Program, the Data Abstraction/Entry Clerk II performs accurate medical and drug information abstraction, interpretation, coding, and data entry for the provincial HIV/AIDS drug treatment and prevention programs, as well as select clinical and research programs within the BC-CfE and affiliated clinics. The role ensures timely and precise entry of client, provider, and prescription data from paper and electronic sources into designated databases. The position also supports new staff training by providing content and procedural expertise.

Key Accountabilities

• Identifies and abstracts specific medical and drug informationfrom patient medical charts, healthcare provider documentation on prescription forms, or other related forms. Performs clinical interpretation, coding, and data entry of information into relevant database(s) within strict timeframes for program surveillance, research, and/or clinical use.
• Participates in quality control activities including checking weekly error reports to ensure quality of the data for surveillance, clinical or research use.
• Supports training of new staff by providing content and procedural expertise on DTP data entry and related tasks 
• Maintains program contact/mailing lists (e.g., prescriber, pharmacies) for use in communications of confidential patient information (e.g., prescription forms, patient queries, approval letters) and other drug treatment program communications.
• Performs corrections in relevant databases including medication credit adjustments from Pharmacy after original data entry.
• Reviews program communications and standard operating procedures as assigned by the manager or supervisor.
• Checks legibility and completeness of prescription request/refill forms, in preparation for data entry.  Follows up on discrepancies with physicians and pharmacists and synchronizes multiple drug refills.  Keeps a pending file to track missing data for incomplete forms.
• Enters and scans confidential patient and prescriber information data, into electronic databases, from the drug-dispensed-request-prescription forms, the drug-dispensed-review-and-refill forms, and program enrolment forms daily, according to established procedures.
• Verifies request/refill data keyed (and scanned) to check on accuracies of dispensing and other vital information. Identifies and reports discrepancies or problems in databases to the Team Lead and/or Director to address with the Oracle Programming team.  
• Identifies and enters updated information into relevant databases such as changes in patient address, prescriber information, patient status, and other data.
• Identifies and submits requests for missing or unclear information to Pharmacy.
• Retrieves and copies prescription forms from the Pharmacy department daily, and consults with the Supervisor and Pharmacists regarding problems, discrepancies and new procedures.
• Prepares patient list and profiles, for new drug request forms, for submission to the Authorizing Physician or designate for review daily.
• Receives reviewed drug request forms daily from the Authorizing Physician or designate and prepares and sends letters (e.g., approval or queries) to physicians regarding the status of their requests.  Prepares report for Pharmacy regarding daily drug approvals.
• Releases information to authorized personnel in accordance with established standards and procedures.
• Answers and triages telephone calls from health professionals, the public, and others and relays messages to the appropriate individual or program.
• Checks error reports on a weekly basis, and generates prescription refill forms, treatment interruption alerts, late refill notifications, and prescriber labels.
• Enters data into electronic databases for select BC-CfE affiliated clinics, studies, and other programs.
• Demonstrates understanding and follows standard operating procedures for applicable programs.
• Creates and maintains filing systems for confidential documents according to established procedures.
• Performs general office and other duties as required.

Qualifications

Education, Training and Experience

• Grade 12 supplemented by completion of a Medical Records Technician program or Pharmacy Assistant program.
• Minimum of three (3) years of recent related experience in a health care or clinical research environment, including health record, medical, and drug information abstraction.
• Completion of a medical terminology course required.
• An equivalent combination of education, training, and experience may be considered, including other healthcare‑related diplomas or degrees.
• Knowledge, Skills, and Abilities.

Knowledge, Skills and Abilities

• Demonstrated knowledge of medical terminology and ability to interpret medical and medication information.
• Proven ability to perform clinical screening of prescription requests.
• Demonstrated knowledge of database applications.
• Ability to keyboard 5,000 keystrokes per hour.
• Intermediate knowledge of MS Office, email and internet.
• Strong organization, time management and daily planning skills.
• Demonstrated ability to communicate effectively verbally and in writing.
• Demonstrated ability to be flexible in a changing work environment.
• Ability to exercise tact, diplomacy, confidentiality and sound judgment.
• Ability to work independently and within a multidisciplinary team environment.
• Ability to produce accurate records within strict timelines.
• Strong attention to detail.
• Physical ability to perform the duties of the position.

Reporting Structure

The Data Abstraction/Entry Clerk II, reports to the Director of BC-CfE Drug Treatment Program

Please include resume and cover letter outlining how your skills are applicable to this role and your research experience and interests. Include the job title you are applying for in your email subject line.

Note:  Applications received without a cover letter will NOT be considered.

CONTACT: Human Resources Coordinator; jnijjar@bccfe.ca