The Quality Administrative Coordinator is responsible for all administrative aspects of the system-wide quality program for the department of Surgery. This is accomplished through ensuring timely & accurate meeting agendas, invites, minutes and follow up items, data entry, database administration, spreadsheet creation, case selection, deadline monitoring for case entry and practitioner scorecards, close coordination with the clinical and quality teams, and a variety of focused quality projects. The Quality Administrative Coordinator also works closely with the Director of Surgical Quality along with all other team members to identify opportunities for clinical quality improvement, analyze data, and other projects as needed. 

Administrative Tasks 

• Responsible for sending memos to appropriate faculty as per request
• Provides backup administrative support for Quality Team members
• Organizes surgical quality cycle spreadsheets
• Participate with grievance process to crosscheck patients in EPIC 
• Create reminders and manage OPPEs for physician assistants and NPs 
• Management of CME approvals for weekly M&M conference
• Contribute to quality newsletter 
• Manage invoice processing and record keeping 
• Create employee and patient facing educational materials

Meetings & Presentations 

• Analyzes various data sources to identify surgical outcomes and what is driving those outcomes.
• Preparation of Morbidity and Mortality PowerPoint slides for weekly conference
• Provide back up for support for creation of quality agenda for monthly meeting to be presented during weekly Morbidity & Mortality (M&M) Conference 
• Schedules monthly quality committee meetings run by the Vice Chairman of Surgery
• Attend mandatory quality team meetings as per request.
• Responsible for sending reminders to all committee members for monthly meetings
• Attend annual national conference pertaining to the programs, where applicable
• Responsible for sending Outlook calendar invites for QA/PIC monthly meetings 

• Attend team chart review meetings that are conducted on bi weekly basis.

   

Data Management 

• Communicates with clinical and quality teams to ensure reliable data collection as needed
• Responsible for identifying areas for streamlining and improvement in the data collection process
• Demonstrates appropriate utilization of resources necessary to obtain valid, reliable data
• Identifies cases to be included in the bowel bundle protocol, and communicates eligibility with peri-operative staff at multiple hospitals
• Inputs audit data into Microsoft Access bowel bundle database based on EPIC reports 
• Compiles and sorts data for numerous quality projects/research as per request
• Select cases to be included in NSQIP cycles via EPIC for abstraction by quality team members
• Responsible for monitoring, accessing, and compiling the data and quality/benchmark reports from the program websites for use in quality improvement projects
• Co-manages the M&M database, monitoring and ensuring adequacy of submissions, querying and analyzing the database to support resident and departmental projects, trouble shooting and ensuring personnel access after adequate training
• Review and assign cases reported to Morbidity and Mortality database
• Approve all requests for appropriate employees to gain access to the M&M database
• Enter standard of care adjudication and administrative notes in the M&M database

Working Effectively with Patients, Families, and Staff 

• Contact patients via telephone, Tavoca and/or MyChart , as applicable for the purpose of identifying surgical outcomes, and obtaining 30-day follow up

Reporting

• Run requested Redcap reports requested by residents and research coordinators
• Produce QITI resident reports upon request from residency program director
  
   

• Bachelors Degree or equivalent combination of experience and education., i.e. HS/GED diploma plus seven years of experience.
• Database data management & analysis experience preferred. 
• Quality improvement or patient safety knowledge preferred. 
• 5 years related administrative or business experience required. 

Non-Bargaining Unit, 862 - Surgery - ISM, Icahn School of Medicine

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