Data Collection Specialist/Clinical Data Abstractor, Southwestern LA Region, Office of Public Health

Data Collection Specialist/Clinical Data Abstractor, Southwest LA Region, Office of Public Health

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This position is responsible for case finding, data abstraction, accurate code assignment, timely report production, and records maintenance. This includes finding relevant demographic, diagnostic and treatment data on cases, and abstracting and summarizing this data from source documents in an accurate and confidential manner. The position is full-time and will be located at an Office of Public Health (OPH) regional office or health unit, but spends a considerable amount of time at assigned hospitals.
The Data Collection Specialist interacts professionally and effectively with hospital personnel, community representatives and LBDMN staff. This position requires a valid driver’s license and own insured, reliable vehicle for travel in the Southwestern Region of the state which includes various facilities the following parishes: Vermillion, St. Landry, Acadia, Lafayette, Evangeline, Jeff Davis, Calcasieu, Cameron, and Beauregard. Must reside within the region.

Minimum Qualifications

  • Bachelor’s Degree with an emphasis in a biological science, public health, health care or medical field; Master’s Degree in a biological science, public health, health care, medical field or a clinical degree such as BSN, RN, LVN, preferred
  • At least two (2) years’ experience in the biological sciences, health care or medical fields with either direct patient contact or laboratory or diagnostic medical records experience
  • Previous experience in collection of clinical data from medical records
  • Must possess a valid driver license and have access to an insured, reliable vehicle

Duties and Responsibilities

  • Ensure that the confidentiality of LBDMN case records, hospital patient records, and individual personal health information is strictly maintained at all times.
  • Ascertain if potential cases meet the criteria for inclusion in the LBDMN database. Abstract case information and record into electronic abstraction forms.
  • Apply knowledge of medical diagnoses, terms, procedures and practices in reviewing pertinent hospital records and reports. Cull significant information from a variety of physician and laboratory reports and ascertain their importance to the overall patient record.
  • Assign accurate codes to demographic and diagnostic fields on the abstraction form according to the coding systems used by LBDMN (e.g. ICD-9 or 10-CM, CDC/BPA).
  • Prepare reports on hospital case-finding and abstraction completion status, request and follow up on all hospital printouts, coordinate scheduling of hospital medical record department visits with staff, provide trip preparation and follow up, and coordinate periodic completion of inventory activities.
  • Act as the liaison between LBDMN and hospital medical records department employees on a variety of issues, and establish/promote good working and public relations.
  • Meet and/or teleconference with supervisor monthly or as needed to discuss status of current projects, acquire new information, improve performance, and submit completed abstracts, timesheets and other required paperwork.
  • Attend and participate in periodic LBDMN team meetings, contribute ideas toward the improvement of program policies and procedures, and obtain continuing education through personal study, training videos, and speaker presentations.
  • Locate medical records in various hospital data systems, enter data, follow up and track designated records and patients for special LBDMN project studies.
  • Audit a designated percentage of LBDMN case records to ensure quality control, data integrity and completeness of the network database.
  • Represent LBDMN in community education, awareness, and prevention campaigns promoting healthy lifestyles which reduce the risk of birth defects resulting in better birth outcomes. Also, establish and foster relationships with community stakeholders serving populations dealing with birth defects to improve awareness of and referral to services and resources.
  • Perform other duties as assigned.

Desired Skills, Knowledge, and Abilities

  • Knowledge of hospital medical record systems in the state of Louisiana
  • Ability to work independently under general supervision and as part of a team
  • Ability to maintain strictest confidentiality of sensitive personal medical information
  • Excellent standard of quality, accuracy, and attention to detail
  • Ability to demonstrate a high level of maturity, professionalism, courtesy, assertiveness, common sense and good judgment
  • Excellent communication skills and the ability to work with various personality types


Salary is dependent on education and experience.
A competitive benefits package is offered to all LPHI full-time staff.


Equal Opportunity Employer