Supervisor, Clinical Data Abstraction

POSITION TITLE: Clinical Data Abstraction Staff Supervisor 

POSITION LOCATION: Remote, USA 

POSITION SUMMARY: 

The Clinical Data Abstraction Staff Supervisor leads all daily clinical data abstraction activities and oversees all abstraction activity conducted at the abstraction team level. This role supports the design and establishment of the end to end abstraction requirements and workflows. The supervisor will also support monitoring and controlling the quality of abstracted data at the abstraction level, supervise staff performance, and track and report on all abstraction and team KPIs and metrics. This position is also responsible for communicating frequent updates and plans on high impact, high visibility data products to the team's Director.

PRIMARY RESPONSIBILITIES:

• Function as the front-line supervisor to all data abstractors. 

• Oversee all daily abstraction activity, workflows, and processes at the abstraction level to ensure the production of high-quality abstracted data.

• Serve as the first escalation point for medical abstraction questions raised by the internal abstraction teams and cross-functional team of IT, engineering, data scientist, medical, quality abstractor, and scientific staff as it relates to clinical data and abstraction activity.

• Lead regular team meetings  or workshops as necessary to discuss, review, and address clinical data abstraction issues, questions, updates, and workflows.

• Create and maintain clinical data abstraction dictionaries and abstraction business rules. 

• Support the creation of all department standard operating procedures, guidelines, and department related workflows.

• Ensure staff adherence to all procedures and policies at the team abstraction level.

• Generate reports for monitoring abstraction performance related metrics and provide regular reporting and updates to the Director of Clinical Data Abstraction. 

• Ensure project and program productivity and quality requirements are met at the abstraction team level.

• Create and manage team and project-specific KPIs and provide adequate methods for reporting KPIs to the Director of Clinical Data Abstraction. 

• Partner with Product Management, Engineering, IT, and Data teams to operationalize the program’s objectives. 

• Serve as the front-line supervisor and coordinator for all data projects for the Clinical Data Abstraction department. 

• Assign abstractors to projects, track project productivity, and quality requirements. 

• Support the creation of staff training plans and ensuring staff maintain appropriate certifications to perform abstraction duties. 

• Conduct 1:1s, performance evaluations, which includes providing individual performance feedback focused on opportunities for growth and development and recognition of achievements.

• Supervise staff schedules, expenses, travel, and performance against abstraction project deadlines and productivity requirements.

• Guide the career development of team members, nurture their abstraction and interpersonal skills. 

• Maintain and monitor staff and individual performance and take all necessary performance corrective actions. 

• Support hiring and onboarding new clinician abstractors. 

• Build and maintain ongoing strong working relationships with stakeholders, with a focus on building effective communication channels. 

• Perform clinical data abstraction as needed to support high-priority date projects. 

• Support forecasting productivity and staffing requirements for the department and program. 

• Collaborate the manager of the quality abstraction team to support the design and implementation of an effective QA and QC governance framework. 

• Other duties as assigned.

QUALIFICATIONS: 

• Masters degree in a health-related or medical field. 

• Currently U.S. certified Physician Assistants, Nurse Practitioners, and Nurses (only candidates with such certifications will be considered).

• 3+ years of clinical data abstraction experience. Requires direct experience performing medical record abstraction across multiple platforms (paper records, different electronic medical record systems, EDC, registries, etc.) or 1 years of abstraction experience with a PhD in nursing or clinical care field.  

• 5+ years experience supervising staff (may be supplemented with extensive experience in abstraction). 

• Must have experience working within startup abstraction programs, as well as supporting the strategic direction of long-term abstraction programs. 

• Must have strong clinical and medical data experience related to creating aggregate real-world data sets. 

• Capable of navigating real-world data and dealing with missing data and data gaps.

• Strong communication skills and comfortable engaging with physicians, scientists, engineers, and various executives. 

• Must be familiar with standard clinical data abstraction models, data abstraction harmonization and standardization, and various clinical data ontologies such as ICD-9-CM & SNOMED CT. 

• Experience providing statistical reports on patient data or trends as a result of abstraction efforts (strong data analysis skills). 

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Must be a clinical expert in the following clinical and therapeutic areas of the assigned business area for which the position resides: cancer, rare diseases, and/or women’s health. 

• Ability to work independently, with little to no direction, and as part of a team 

• Strong organizational and communication skills. 

• Strong research and clinical skills. 

• In-depth attention to detail and a fast learner. 

• Experience working with startup companies and respond to shifting priorities and changes. 

• Ability to interact with various levels of staff and external customers. 

• Capable of creating and providing presentations and executive level reports.

• Possess a high level of initiative and self-motivation. 

• Strong computer and Google Suite skills. 

• Experience working with multiple monitors. 

• Strong familiarity with oncology data codification and various clinical data ontologies such as ICD-9-CM and SNOMED CT. 

• Strong familiarity with data abstraction tools, EDCs, and registries and working with system change requests, and providing design input in the design of such databases. 

• Medical terminology experience. 

• Experience with multiple electronic medical record systems such as Allscripts, OncoEMR, Cerner, Epic, NextGen, Meditech, Cerner, etc.

• Experience working with paper, handwritten, and electronic forms of records/unstructured data and various file formats such as pdfs, RTFs, jpegs, etc. 

• Experience creating or supporting the creation of abstraction business rules, policies and procedures, quality review plans and procedures, and data management plans. 

• Experience with achieving and assessing abstraction quality and productivity requirements.