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Project Manager - Research Services

Company: CIOX Health
Location: Alpharetta
Posted on: September 12, 2020

Job Description:

# of Openings


Category (Portal Searching)

HIM / Coding


The Research Project Manager is responsible for the overall operations of clinical research projects. Responsibility includes setting up the project, working with the chart retrieval team to achieve retrieval goals, managing key performance deliverables to the client, acting as the central point of contact for the client, and completing project close-out activities and deliverables. The Research Project Manager is the primary point for all communication between the project team and the client for all non-abstraction /data related issues. The Research Project Manager is also responsible to keep the Director of Research Services updated on issues and/or concerns and to participate in developing processes to correct those issues.


Account Management:

* Meet with clients to discuss upcoming and current projects

* Interact with clients and internal teams to resolve issues to achieve optimal medical record retrieval rates

* Prepare provider request package materials for client approval

* Query appropriate sources and prepare client project invoices

* Work with clients as well as internal department to determine appropriate workflow for each project

* Generate weekly status reports based on project reporting needs

* Attend client project kick-off meetings

* Respond to client calls and emails in a timely manner

Record Retrieval:

* Initiate project start-up checklist for each research project

* Develop and/or revise provider request package materials

* Draft and maintain Standard Operating Procedures related to medical record retrieval and management

* Assist with training the chart retrieval agents on the essential duties needed to complete study goals

* Work closely with the chart retrieval management and team leads to achieve required medical record retrieval rates

* Identify obstacles to achievement of optimal record retrieval rates and develop solutions

* Develop and/or revise phone script highlights for provider phone calls

* Process invoices for copy fee reimbursement, as needed

* Determine medical record completeness, as needed

* Assist with retrieval of study medical records by contacting identified sites by phone

* Track, assemble, and assign medical records

* Track compliance with request and assign appropriate disposition code

* Handle difficult follow-up calls to providers and negotiate pricing on high copy costs as needed

* Record all details of follow-up efforts in Record Management database

Record Management:

* Create and maintain Medical Record Management (tracking) Database in Microsoft Access

* Customize database based on project needs and client specifications

* Deliver completed medical records according to client specifications

* Measure the quality of the medical record management database and provide feedback to staff for possible areas of improvement

* Create file folder systems as needed

* Maintain database to generate client reports

* Monitor staff productivity

* Coordinate assignment of medical records for clinical data abstraction

* Resolve issues pertaining to record quality and/or availability as requested by abstraction management and staff

* Resolve reporting issues according to client demands

Additional Responsibilities:

* Develop management, measurement, and status reporting tools

* Track project progress and analyze variance

* Assist with project budget development as needed

* Track project expenses

* Prepare statistical reports

* Assist with maintaining the currency of the Research Business Unit Recovery Plan

* Participate in the completion of vendor security questionnaires

* Communicate potential concerns or problems to Director, and propose solutions

* Maintain confidentiality of all records

* Stay up to date on HIPAA regulations

* Conduct research to support special projects



* Bachelor s degree required

* Bachelor s degree in Health Information Management preferred

* Project management credential preferred


* General management skills of planning, directing, organizing, and prioritizing

* Leadership skills of influencing, motivating, providing vision, and resolving conflict

* Communication skills of being able to interact with all levels of an organization, and to understand different communication styles and mediums

* Facilitation skills, including negotiation, consensus building, and meeting management

* Analytical skills, including innovative thinking, problem solving, and decision making

* Project management skills

* Up to date knowledge of HIPAA regulations

* Able to manage multiple tasks and competing priorities

* Excellent verbal and written communication skills

* Proficient in Microsoft Word, Excel and Access

* Knowledge of Windows operations

* Able to work independently and proceed with objectives without supervision

* Able to handle and resolve issues / objections


* Recent experience in a clinical research related role required

* Minimum one-year supervisory experience required

* Recent experience in a Health Information Management or healthcare provider setting, preferred

* If no HIM degree / RHIA credential, recent experience performing medical record procurement preferred

Working conditions

Over 90% of the time is spent indoors, with protection from weather conditions. Exposure to noise levels that may be distracting or uncomfortable is present in only unusual situations.

Physical requirements

Sitting, talking, hearing and near vision are required over 90% of the time, while walking is required about 10% of the time. Standing is required over 30% of the time. The sense of touch is required 90% of the time and reaching is required about 50% of the time. Bending, twisting, and climbing are required, as is far vision, but only for 10% or less of the time. Low levels of lifting (10 pounds or less) are required about 25% of the time, while medium levels (20 to 40 pounds) of lifting and carrying are required less than 5% of the time. High levels (52 pounds) of lifting are required under 2% of the time. Driving is a considerable portion of the position.

Additional Details:

Location: Remote

Status: FT

Schedule: M-F

Ciox provides equal employment opportunities to all associates and applicants for employment without regard to as race, color, national origin, genetic information, religion or religious creed, sex (including pregnancy, childbirth and related medical conditions), gender, gender identity, gender expression, sexual orientation, age, marital status, physical or mental disability, citizenship status, ancestry, military and veteran status, or any other characteristic as protected by state or federal law. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, benefits, leaves of absence, and training.

Keywords: CIOX Health, Alpharetta , Project Manager - Research Services, Executive , Alpharetta, Georgia

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