ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: Trauma Program Registrar

REPORTS TO POSITION: Trauma Program Manager

DEPARTMENT: Emergency Department

DATE LAST REVIEWED: September 2024

OUR VISION: Creating Americas healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENT SUMMARY: The Emergency Department provides 24/7 specialized care to patients during emergency visit through discharge or hospitalization. St. Charles Health System Bend is a Level II Trauma Center that sees over 1500 traumas annually.The Emergency Department in Bend serves as the regional trauma center and only trauma center east of the cascades, in Oregon.

POSITION OVERVIEW: The Trauma Program Registrar serves as the primary contact for the St. Charles Health System Trauma Registry as support to the Trauma Program Manager and Coordinators in all aspects of the St. Charles Health Trauma Registry. Responsible for clinical data registry activities including case finding, abstracting and coding of clinical data in accordance with State, Federal, The Joint Commission (TJC), American College of Surgeons (ACS) and other Registry guidelines & requirements. The registrar is responsible for preparing submissions of hospital and patient data to the State and National Trauma Registry. This position does not directly manage any other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Abstracts and codes clinical data from medical records in compliance with regulatory programs using program data dictionaries such as, ICD-10-CM, ICD-10-PCS, Abbreviated Injury Severity (AIS) Guidelines, and Injury Severity Scoring (ISS) Guidelines.

Completes daily analysis of medical records for trauma patients, determines eligibility for Registry reporting and maintains the Trauma Registry database.

Demonstrates thorough understanding, accurate interpretation, and knowledge of the standards that regulate Trauma Registry activities.

Performs queries for basic monthly reports from the Trauma Registry database.

Utilizes various software systems to perform analyses, graphs, and compile data and reports that are user friendly.

Exports clinical data for State, Federal or other regulatory and accreditation programs timely and accurately.

Performs case-finding and evaluates exclusion and inclusion criteria for case submissions.

Establishes systems working with St. Charles Health System clinical departments, as well as referring facilities to retrieve and review clinical data for abstraction.

Coordinates, obtains, and verifies clinical information and data to support clinical quality performance measurement and improvement.

Compiles, collates, and distributes accurate, complete, and easily interpreted monthly, quarterly and yearly reports.

Exports clinical data for State, Federal or other regulatory and accreditation programs.This includes but is not limited to: trauma data to the Oregon State Trauma Registry (as required by Oregon Law), and the National Trauma Data Bank.

Serves as a liaison for operational issues between the Trauma Registry and Trauma Program Manager and Coordinators.

Works in collaboration with Trauma Program Manager to streamline processes and provides process improvement recommendations.

Assists with staff training and maintenance of policies and procedures.

Provides the Trauma Program Manager with necessary information of Trauma cases for dissemination to Emergency Department Staff and transporting Emergency Medical Services (EMS) agencies.

Assists with providing feedback on meeting and maintaining the requirements for State of Oregon Trauma Registry.

Assists with coordination of program-related activities, meetings and conferences as necessary for accreditation, performance improvement and service line support.

Serves as representative and contact of the Trauma Registry section when collaborating with physicians, and clinicians including attendance at meetings.

Maintain collaborative relationships with providers, outside agencies, and internal departments.

Understands the Trauma Registrys role in the overall hospital structure as pertains to accreditations such as The Joint Commission, American College of Surgeons and the State of Oregon.

Maintains ongoing knowledge base regarding changes in abstracting and accreditation standards as it pertains to the Oregon Trauma Registry.

Promote teamwork, healthy communication, and provide excellent customer service including follow-through to resolution or referral to the appropriate person.

Supports the vision, mission and values of the organization in all respects.

Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organizations corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION:

Required: High school diploma or GED.

Preferred: Associates degree or higher.

LICENSURE/CERTIFICATION/REGISTRATION:

Required: Association of the Advancement of Automotive Medicine (AAAM) AIS Coding course, and American Trauma Society (ATS) Trauma Registrar Course (required within 12 months of hire).

EXPERIENCE:

Required: Three (3) years of administrative experience.

Preferred: One (1) year of healthcare experience. Prior experience with the American College of Surgeons and State of Oregon Trauma survey coordination. Three (3) years of trauma registry experience.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION

Skills:

General:

Must have excellent communication skills and the ability to interact with a diverse population.

Ability to effectively communicate via phone and through written communication tools.

Advanced proficiency in Microsoft Office Suite, database management, and document/report preparation.

Excellent organizational and multi-tasking skills.

Strong attention to detail with excellent analytical and critical thinking skills. Intermediate to advanced knowledge of medical terminology, anatomy and physiology and understanding of injury severity scoring and coding.

Schedule Weekly Hours:

Caregiver Type:

Shift:

Is Exempt Position?

Job Family:

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