Supervisor, Clinical Information Management

             Client Services Coordinator

Department:  CIM
Reports to: Medical Director                                              

The Opportunity:

Helomics is an Integrated Clinical Contract Research Organization located in the Lawrenceville neighborhood of Pittsburgh, PA. Helomics mission is to improve the standard of care for cancer patients through innovative research and development partnerships with pharmaceutical, diagnostic, biotechnology, and academic organizations, leading to better and more personalized treatments and diagnostic technologies for human disease. Helomics’ CLIA-certified lab provides clinical testing that assists oncologists and surgeons in individualizing patient treatment decisions. 


Position Scope and Focus:

The Clinical Information Management (CIM) department is responsible for the management of all patient records, integrity of the corresponding database information for each patient, ICD coding, pathology report review, and drafting and transmitting the final reports to physicians.  The Supervisor will oversee the day-to-day operations of the Department to ensure smooth operation, completeness of documentation, and quality of work.  In addition, the Supervisor will coordinate process and software improvements to increase the operational efficiency of the department.  The Supervisor will work closely with the Clinical Laboratory, Client Services, Information Systems and Technology, and Billing Departments to streamline the interdepartmental processes and resolve issues.  In addition, the Supervisor will interact with Commercial Development and Product Management to ensure a smooth launch and transfer of new products, software and processes into the Clinical Information Management.  The company is under continuous quality improvement initiative and the candidate should be familiar with data collection, analysis, and cQI methods.


Client Services Coordinator is responsible for supporting our Client Services efforts as well as communicating daily with customers and employees.


Overall Duties and Responsibilities will include, but are not limited to:


  • Daily operations

    • Work closely with Medical Director to investigate and resolve internal and external (physician client) issues and inquiries.

    • Lead a team of Clinical Information Analysts (CIA) to ensure clinical data integrity.

    • Lead special projects and provide the CIA’s opportunities with special project engagement.

    • Operate as a liaison between CIM employees to identify potential issues with workflow, pitfalls or process breakdowns and report to Medical Director with potential solutions.

    • Act as a point of contact with various departments for both intra- and inter-departmental questions and issues that require technical knowledge, when appropriate, such as handling urgent requests and technical questions regarding specific cases.

    • Resolution of inter-departmental conflicts of interpretative clinical judgments (i.e. ICD Coding, Panel Selection).

    • Address inbound calls from Clients

    • Detailed and accurate data entry, including documentation of client interactions in databases. Scanning and importing documents into an electronic patient record system.

    • Facilitate communications with physician offices and facilities to obtain required patient information, including orders, consent forms, and ABNs

    • Support specimen collection and monitoring of kit inventories and quality issues

    • Gather reports and analyze data to resolve issues or identify areas of improvement

    • Complete monthly physician review in the OIG system and upload to state cancer registries as required

    • Effectively and professionally communicate with customers and fellow employees


  • Process standardization and enhancement

    • Manage inter-departmental projects and keep Medical Director informed of project statuses and timelines.

    • Develop and maintain policies and procedures affecting all areas of responsibility consistent with legal and regulatory requirements. Ensure that personnel are aware of and adhere to established policies and procedures.

    • Assist with developing policies and procedures for the distribution and use by CIM.


  • Regulatory

    • Participate in both internal and external audits including but not limited to CLIA and New York Department of Health inspections.

    • Regularly review of Policies and SOPs.

    • Conduct OIG and SAMs Audits

    • Manage Cancer Registries


  • Staff

    • Responsible for performance reviews and training for all CIM staff.

    • Train Clinical Information Analysts.

    • Encourage and manage continued education for the CIM team.



  • Education / Experience:

    • Bachelor’s degree in Medical Records Science, Health Information Management or similar discipline required.

    • Certification as a Registered Health Information Administrator or Technician.

    • 4-yrs of equivalent experience necessary to ensure knowledge of medical record procedures, experience with supervisory or management experience preferred.


  • Required Skills:

    • Ability to thoroughly understand a laboratory’s standard operating procedures and commercially offered products.

    • Able to communicate effectively with healthcare providers and their staffs

    • Effective problem-solving and time management skills

    • Attention to detail and ability to work effectively with all levels of the organization

    • Able to follow directions from manager in a precise and conscientious fashion

    • Proficient computer skills, particularly using:

      • Microsoft Office: Outlook, Excel, Word and PowerPoint

      • OnBase or equivalent electronic record database


  • Preferred Skills:

    • Familiarity working with software development processes.

If you are seeking a dynamic, challenging atmosphere, that is never boring, with a chance to make a difference and help cancer patients, email your resume to with the word “Supervisor, Clinical Information Management Client Services Coordinator” in the subject of the email.

© 2019 Helomics Corp. All rights reserved.

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