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Job Title: Medical Record Coordinator and Abstractor
Organization: Tennessee Birth Defects Surveillance System (TNBDSS)
Division: Family Health and Wellness (FHW), Tennessee Department of Health (TDH)
Location: Nashville, TN (Hybrid: Remote with 1-2 onsite visits per month)
Position Type: Full-Time

Position Overview
The Tennessee Department of Health (TDH) is seeking a detail-oriented Medical Record Coordinator and Abstractor for the Tennessee Birth Defects Surveillance System (TNBDSS) within the Family Health and Wellness (FHW) Division. This full-time hybrid role will primarily focus on medical record processing, data abstraction, and ensuring accurate case management for individuals with suspected or identified birth defects. The Coordinator will also act as a subject matter expert in birth defect case management, contributing to the accuracy and efficiency of the surveillance system.

Key Responsibilities

• Request medical records for suspected or identified birth defect cases (maternal and infant) from Tennessee birthing facilities and healthcare providers.
• Conduct case verification of reported birth defects by reviewing and abstracting critical information from medical records, including digital, electronic, and physical documents.
• Ensure complete and accurate data abstraction by cross-referencing information across multiple sources.
• Enter abstracted data into the iCMS database and review entries by non-clinical staff to verify clinical accuracy.
• Submit referrals to social services for further support when appropriate.
• Partner with TNBDSS staff to troubleshoot data issues, identify process improvements, and maintain accurate record-keeping.
• Establish and maintain relationships with Health Information Management (HIM) staff at birthing facilities, providing feedback for improved data collection processes.
• Strictly adhere to HIPAA regulations and privacy requirements.
• Complete assignments on time with minimal supervision and participate in weekly TNBDSS team meetings.
• Pursue continuing education on relevant topics, including patient care, data management, birth defects, pregnancy health, and health equity.

Qualifications and Skills

• Experience in medical records processing and data abstraction, ideally within public health, healthcare, or a related field.
• Strong knowledge of health data systems and case management, particularly within birth defect surveillance.
• Proficiency in medical terminology, electronic health records (EHR), and data management software.
• Ability to work independently and manage responsibilities with a high degree of accuracy and efficiency.
• Strong communication skills to collaborate effectively with healthcare providers, HIM staff, and TNBDSS team members.
• Commitment to maintaining HIPAA compliance and patient privacy.

Work Environment
This role is primarily remote, with 1-2 onsite visits per month to the Central Office in Nashville, TN. The position requires attention to detail, a high degree of responsibility, and the ability to work both independently and collaboratively within a hybrid work environment.

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