POSITION TITLE: Immunizations Data & Training Manager

DEPARTMENT: Community Health Services

REPORTS TO: Community Health Services Director

FLSA STATUS: 1.0 FTE, Exempt, Non-Union

COMPENSATION: $90,000-95,000 (RN)

POSITION OVERVIEW:

The Immunizations Data and Training Manager provides critical and detailed support for the immunization programs and operations of the COVID19 response efforts which includes the administration of COVID-19 tests, COVID-19 Vaccination and other vaccines for kids and adults. This role has been developed to support department staff who perform these tests and all vaccinations to ensure service procedures, quality assurance and data is properly captured, tracked, reported, and acted upon. This position is the lead for the Data Administration Team within the Community Health Services Department. They are responsible for the overall function and performance of the Data Administration team.

Essential Job Functions and Responsibilities:

Service Policies/Procedures and Operational Support:

• Responsible for regularly researching, verifying, and confirming current policies, procedures, and practices for all testing and vaccination activities. Discusses updates and changes with Medical Health Director and Community Health Services Director (CHSD) and assists in updating and implementing as needed. Assist CHSD in confirming that all staff are made aware and helps to ensure staff make appropriate changes and supports staff training, as directed.
• Regularly communicates with and ensures all data team members are up to date with all policies and procedures including county data reporting needs and etc.
• Ensures adequate ordering and inventory of all supplies and equipment, including vaccines, including ensuring items are stored safely and appropriately. Responsible for ensuring all associated logs are completed timely and records are kept according to contracts.
• Ensures written consumer-facing materials (i.e. fact sheets) are current and accurate in accordance with guidelines and best practices for both testing and vaccines.
• Supporting clinical operations as a Tester/Vaccinator when needed, including screening, anterior nares, nasopharyngeal, oral swabbing, standing observation, medication preparation, vaccinating, and scribing.

Data Management:

• Routinely creates, updates, confirms, and uploads are required data reports for testing and vaccinating to designated systems and persons, including recording vaccine waste
• Supports calendaring and confirms clinics are accurately reflected on local and state-level websites, including Vaccine Finder.
• Performs daily and weekly audits on the data and enact other data quality assurance measures to ensure results are delivered promptly and effectively to patients.
• Implement, update, and create systems to enforce policies for effective data management and to ensure digital databases and archives are protected against security breaches and data losses.
• Serves as liaison and IT support for all platforms (Primary Bio, Color Lab, MyTurn/MyCAVax, ACDPH, CAIR2, VaccineFinder, etc.) to ensure all programs are running correctly. Supports in troubleshooting and correcting any discrepancies or disruptions in services. Facilitates in updating staff on changes to these systems and adds new staff/updates credentials as needed. Provides on-site and off-site support for all clinics. Prevents lapses in patient profile updates, health record updates, and data reporting.
• Provide technical assistance and training to staff on the use of data systems to ensure adherence to legal and agency standards.
• In collaboration with other department leaders, communicates data to appropriate stakeholders as requested, including the coordination of custom reports.
• Ensures all required documents are downloaded and stored properly.

Patient and Partner Relations:

• 
  Ensures all phone calls and patient emails coming in to the site are answered and responded to, prioritizing the highest possible customer service and timely, accurate replies; includes supporting patients with Primary Bio and other registration systems.
• Support customer service trainings and processes for site staff.
• Acts as the primary point of contact for all patients seeking complex medical advice (i.e. medical information beyond information provided in Fact Sheets and internal FAC and policy documents) consulting with the Medical Health Director, as necessary.
• Supports the scheduling and facilitation of site tours and other events that build relationship with funding partners and other stakeholders.
• Attend meetings with funders on behalf of the department and ensure updates are disseminated to appropriate individuals within the Department and Executive Leadership team.

Clinical Skills Training and Quality Assurance Program Coordination:

• Works closely with the Medical Health Director and the Community Health Services Director to ensure clinical skills training is completed for all clinical staff members at onboarding, when new services are launched, and as needed.
• Works closely with the Medical Health Director and the Community Health Services Director to develop and implement quality assurance protocols for clinical teams, which will include documented observation of skills on a regular frequency.
• Provides feedback to team members and their supervisors about demonstrated clinical skills, with recommendations related to continued clinical practice.

Staff Supervision:

• 
  Provide supervision to all Data Administration staff including, but not limited to: Data Administration Specialist(s), and Data Administration Assistant(s).
• Weekly individual supervision meetings with supervisees.
• Training and coaching regarding supervisory skills and strategies (e.g., enacting disciplinary action).
• Provide regular informal feedback (in addition to organizationally-determined formalized feedback processes) to ensure that all staff continue to develop professionally over time.
• Review and approve timesheets and time off requests for supervised staff.
• Establish and track performance expectations for all staff members, most notably hours of billable services, documentation standards, and quality clinical interventions. Also collaborate to develop, maintain, and verify quality standards for the program in collaboration with La Familia’s Quality Assurance Department.
• Leads and attends regular staff meetings, supervision meetings, and training.
• Ensures that assigned staff follow all agency policies and procedures through providing on-going education and reminders on agency policies and procedures and providing coaching and accountability around violations in a timely manner, with an emphasis on Quality Improvement, Health Information Portability and Accountability Act (HIPAA), and other compliance policies and procedures as set by La Familia and the funder.

Other:

• Provides supervision to interns and volunteers as appropriate.
• Facilitates and maintains communication with partners and the community through promptly answering emails and work phone. As well as providing an appropriate high quality response in return.
• Other duties as assigned by the CHD.

COMPETENCIES:

• Excellent Interpersonal Skills
• Strong Attention to details
• Strong critical thinking skills
• Effective Written and Communication Skills
• Excellent time management and organizational skills
• An effective team member who is flexible, adaptable, cooperative, and willing to assist others.
• Demonstrates an awareness of and sensitivity to clients including cultural and ethical beliefs; and implements care in a thorough, skillful, consistent, and continuous manner.

QUALIFICATIONS & EXPERIENCE:

• 
  Bachelor’s Degree or Master Degree Nursing required.
• Pass the National Council Licensure Examination or NCLEX-RN or;
• CA RN License
• Excellent understanding of clinical data administration and management functions (collection, analysis, distribution etc.)
• Familiarity with modern database and information system technologies
• Proficient in Microsoft Office Suite applications/programs (Excel, Word, Outlook, etc.)
• Analytical mindset with problem-solving skills.
• Ability to take instructions.
• Ability to comprehend written material and accurately process information.
• Ability to organize and prioritize several projects simultaneously.

• Demonstrates and models excellent “customer service” orientation, especially in the ability to interact with people at all levels within and outside the agency.
• Thinks independently and can make informed decisions when needed.
• Exercises extreme discretion with the ability to hold, balance and transmit public and confidential information needed by various parties.
• Proficient using MS Office products, particularly Word, Excel, Outlook and PowerPoint.
• Acquires or maintains proficiency in using Google Drive products, including Docs, Sheets, and Forms.
• Valid CA Driver’s license
  • Auto insurance: Personal vehicle may be used for business related purposes; it is recommended you inform your auto insurance carrier.
• Proof of COVID Vaccination required

OTHER RESPONSIBILITIES:

• 
  Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, policies, standards and proscribed procedures.
• Demonstrates an awareness of and sensitivity to clients including cultural and ethical beliefs; and implements care in a thorough, skillful, consistent and continuous manner.
• Knowledge of community resources for client referrals.
• Attends work regularly and adheres to policies and procedures regarding absences and tardiness. Provides adequate notice to supervisor and management with respect to vacation time and time-off requests.
• Demonstrates knowledge of legal issues including client confidentiality and risk management in all aspects of client care and department functioning.

TEAM COMMITMENT:

• 
  Viewed by others to be an effective team member who is flexible, cooperative, and willing to assist others; and acts as a resource to team members and clients where appropriate.
• Handles difficult or conflict situations constructively and seeks appropriate assistance.
• Takes accountability for own actions and accepts constructive criticism.
• Attends all mandatory meetings and staff meetings as required, and actively participates in other departmental professional development including providing training and consultation.
• Observes and keeps self-informed of activities in the department and makes recommendations for change.
• Develops and maintains cooperative and courteous relationships with fellow employees, supervisor, managers in other departments, senior management and executive staff, and community stakeholders.
• Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the agency.

WORKING CONDITIONS and JOB SETTING:

• 
  Driving and access to a car
• Ability to occasionally or frequently stand, walk, sit and reach with hands and arms above shoulders
• While performing the duties of this job, the employee routinely is required to sit; walk; talk and hear; use hands to keyboard, finger, handle, and feel; stoop, kneel, crouch, twist, crawl, reach, and stretch
• The employee is occasionally required to move around the office
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus
• May require travel dependent on agency needs
• The employee may occasionally lift and/or move up to 50 lbs.
• Can work under deadlines
• Performing general physical activities such as picking up moving, and using objects, tools or controls
• The noise level in the work environment is usually low to moderate
• Indoor/Outdoor work environment

COMPENSANTION:

• 
  Excellent benefits package including medical/dental/vision benefits, vacation, sick, and holiday leave, life insurance, and 403(b) retirement plan.
• Work life balance
• Great working hours
• Supportive/Collaborative work environment
• Mileage reimbursement
• Opportunities for Growth and Professional Development
• Holiday and employee celebrations