Manager, Clinical Data Abstraction

POSITION TITLE: Clinical Data Abstraction Staff Manager 

POSITION LOCATION: Remote, USA 

POSITION SUMMARY: 

The Clinical Data Abstraction Staff Manager leads all daily clinical data abstraction activities at the abstraction staff level. This role includes designing and establishing requirements and workflows for conducting abstraction, monitoring and controlling the quality of abstracted data at the abstraction staff level, and determining the methods by which abstraction is conducted to enable efficiency and time savings. The Staff Manager will manage 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. 

PRIMARY RESPONSIBILITIES:

• Function as the front-line manager to all senior clinician abstractors. 
• Create all abstraction related artifacts including but not limited to data dictionaries, business rules, and any other necessary standard operating procedures, guidelines, and workflows. 
• Translate functional plans for executing upon abstraction projects into operational processes and effectively guide team execution to reduce delays in meeting project budgets, goals and timelines. 
• Determine and manage staffing and resourcing needs necessary to meet team productivity requirements and monitor performance trends. 
• Develop models and project management artifacts to forecast abstraction metrics to identify and communicate staffing needs and gaps. 
• Assign abstractors to projects, track project productivity, and quality requirements.
• Develop, execute, and monitor team and project-specific KPIs, methods for reporting on KPIs in a manner to deliver tactical results against all projects and studies.
• Track and provide reporting on abstraction staff productivity and quality performance by creating reports and updating executive reports. 
• Effectively communicate staffing and resourcing gaps, along with staffing challenges and risks. 
• Partner with the designated clinical data quality lead to update abstraction QA and QC governance frameworks, workflows, policies, and procedures. 
• Partner with the Clinical Data Management specialist and Director in designing abstraction data models and relational database query logic for analyzing all abstracted data.
• Ensure all staff adhere to all appropriate QA, QC, department, program, and organizational policies and procedures at the abstraction staff level. 
• Maintain and monitor staff and individual performance and take all necessary performance corrective actions. 
• Create, implement, host, and maintain abstraction staff training programs to ensure all abstractors meet all data quality and productivity requirements. 
• Ensure all abstractors maintain appropriate certifications and licenses.
• Lead the professional development of senior and non-senior clinician abstractors, including conducting performance 1:1s, performance evaluations, and giving feedback focused on opportunities for growth and development and recognition of achievements.
• Manage staff schedules, expenses, travel costs and budgets. 
• Hire and onboard new clinician abstractors. 
• Build and maintain ongoing strong working relationships with stakeholders, with a focus on building effective communication channels. 
• Partner with Product Management, Engineering, IT, and Data teams to operationalize the program’s objectives. 
• Support the Director in functioning as the abstraction team representative on customer calls and support the Director in providing subject matter expertise to cross-functional teams. (The goal is for the staff manager to eventually lead these meetings and functions at the first-line SME to cross-functional teams.) 
• 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). 
• Candidates with hands-on clinical and abstraction experience within the oncology space preferred. 
• 6+ 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 data missingness 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: 

• Expert at creating, maintaining, and using excel or google sheets to create reports, pivot tables, graphs, etc., and providing statistics based on patient data or trends at the team and data level. 
• Expert at creating and presenting senior level slide decks and hosting presentations and workshops. 
• Expert at organizing, scheduling, and running meetings. 
• Experience providing ongoing follow up and coaching. 
• Strong organizational and communication skills. 
• Strong people management and development skills; Ability to interact with various levels of staff (executives and non-executives) and external customers. 
• In-depth attention to detail and a fast learner. 
• Independent problem solver. 
• Possess a high level of initiative and self-motivation. 
• Strong computer and Google Suite skills. 
• Experience working with multiple monitors. 
• Strong familiarity with data abstraction tools, EDCs, and registries and working with system change requests, and providing design input. 
• Must be a self-starter 
• Able to function independently and interdependently within a high visible, high impact program. 
• Must require little to no direction or supervisor to execute successfully.
• Capable of navigating real-world data and dealing with data missing-ness and data gaps.