Job Description

　　The Bureau of Family Health and Nutrition at the Massachusetts Department of Public Health is actively seeking three skilled Medical Records Abstractors to join their dynamic team. As an essential member of this dedicated group, you will play a vital role in conducting data collection and abstractions to monitor perinatal and maternal outcomes across the state.

　　In this role, you will be responsible for abstracting medical records and other relevant documents, both remotely and within hospital settings. The Division's critical work includes overseeing the Massachusetts Birth Defects Monitoring Program, Neonatal Abstinence Syndrome Surveillance, and Maternal Mortality and Morbidity Review Committee. Your contributions will be instrumental in tracking and investigating maternal and child health outcomes, including birth defects, neonatal abstinence syndrome, and maternal mortality and morbidity. Collaborating with state and national partners, such as the CDC, you will assist in detecting trends and investigating potential causes, making a meaningful impact on public health initiatives.

　　Your day-to-day activities will involve attending abstractor/training meetings, conducting case reviews, and ensuring accurate data entry into the designated databases. As a Medical Records Abstractor, you will also perform quality reviews on previously abstracted cases, monitor trends in facilities' use of electronic medical records, and report changes in clinical practices. This role not only offers a chance to contribute to crucial public health initiatives but also provides an opportunity to build cordial working relationships with facilities and Division staff. If you are ready to embark on a fulfilling journey where your attention to detail and commitment to public health will make a difference, we invite you to join our team.

　　Duties and Responsibilities (these duties are a general summary and not all inclusive):

　　Abstract medical records remotely or within hospital settings, including relevant records such as Vital records, MassHealth claims, and records from the Office of the Chief Medical Examiner, police records, obituaries, and social media. Schedule appointments with medical records departments to efficiently review maternal and infant records of assigned cases, ensuring adherence to specified criteria. Enter data accurately and completely from medical records into the appropriate database, maintaining precision in documenting information related to birth defects, neonatal abstinence syndrome, and maternal mortality and morbidity. Attend abstractor/training meetings for case review, actively participating in educational sessions, and cooperate and coordinate with other abstractors and project members to complete case abstraction forms. Present case summaries and issues at abstractor meetings or other relevant gatherings as needed, fostering effective communication and collaboration within the team. Maintain strict confidentiality in accordance with supervisor's instructions and MDPH requirements, demonstrating a commitment to privacy and data security. Keep a log of hospital contacts for case management, reporting weekly to supervisors on case ascertainment, follow-up activities, and any problems or issues encountered during the process. Perform quality reviews on previously abstracted cases, ensuring accuracy and completeness, and report trends and issues around facilities' use of electronic medical records to the supervisor. Report changes in clinical practice that may impact accurate and complete data collection, staying vigilant to evolving healthcare practices. Assist with other Division activities as needed, contributing to a collaborative work environment and demonstrating flexibility and adaptability in supporting public health initiatives.

　　Required Qualifications:

　　Knowledge of the principles and practices of human resource management including behavioral techniques, planning, forecasting, organizational development, etc. Knowledge of work simplification methods. Ability to understand, explain and apply the laws, rules, regulations, policies, and procedures, etc. governing assigned unit activities. Strong attention to detail and accuracy when maintaining records. Ability to gather information by examining records and documents and by questioning individuals, and present data by writing general reports and preparing charts, graphs and tables. Capacity to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations. Ability to assemble Items of information in accordance with established procedures. Ability to determine proper format and procedure for assembling items of information. Capacity to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action. Excellent communication and presentation skills. Ability to exercise sound judgment and use discretion with confidential information.

　　Preferred Qualifications:

　　Certification as Registered Health Information Administrator (RHIA), as a Registered Health Information Technician (RHIT), or trained as a nurse (RN) or other medical professional with clinical and/or research experience. Degree in Public Health, Biological Science, or comparable qualifications and/or experiences. Demonstrated ability to work collaboratively with a wide variety of staff demonstrating personal initiative as well as the ability to work well in a team. Capacity to work both independently and with others, with attention to detail, and the ability to prioritize inquiries and tasks appropriately, under time pressures and deadlines. Experience working in a surveillance program or reviewing maternal and infant medical records desirable. Proficiency utilizing computer applications (such as Microsoft Outlook, Word, Excel, PowerPoint, REDCap).

　　MA Department of Public Health Overview:

　　The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high-quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth. We envision a Commonwealth in which all people enjoy optimal health. According to comparative analyses, Massachusetts ranks among the healthiest of states, but we still face numerous challenges, including chronic and infectious diseases, substance abuse, violence, preventable hospitalizations, and health disparities.

　　More information can be found at: www.mass.gov/DPH

　　Pre-Hire Process:

　　A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori

　　Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.

　　Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Record Law and may be published on the Commonwealth's website.

　　If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the ADA Reasonable Accommodation Request Form.

　　For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #2

　　Qualifications

　　First consideration will be given to those applicants that apply within the first 14 days.

　　MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

　　Substitutions:

　　I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.

　　II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.

　　III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

　　Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

　　Comprehensive Benefits

　　When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

　　Want the specifics? Explore our Employee Benefits and Rewards!

　　COVID Vaccine: As a condition of employment, depending on job assignment and location, employees may be required to have received COVID-19 vaccination and/or other vaccinations, or to have been approved for a vaccination exemption prior to their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment.

　　An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

　　The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.