Kimberly Mataisz
Aberdeen Proving Ground
Summary
Dynamic leader and adept healthcare manager with a proven track record at the Defense Health Agency, enhancing patient safety and healthcare analytics. Excelled in HIPAA compliance and organizational leadership, significantly improving clinic operations and patient satisfaction. Skilled in team building and computer literacy, driving quality improvement and efficient healthcare management.
Overview
19
19
years of professional experience
1
1
Certification
Work History
Supervisory Health System Specialist (Group Practice Manager)
Defense Health Agency
02.2023 - Current
- Company Overview: This is a federal job
- Work collaboratively with peers across the Clinic to support template management to meet DHA standards
- Manage Template creation for Multiple Departments (Optometry, Physical Therapy, Behavioral Health, Primary Care)
- Determine cFTE eligibility requirements
- Pull and manage reports from FMIS, HealtheAnalytics, and the NRT Dashboard to achieve and maintain compliance with DHA Standards
- Review Patient Status and qualifications between the different TriCare insurances
- Determine eligibility to be seen at the clinic level
- Maintain access to GIQD data base for patient status
- Train new employees on entering Other Health Insurances (OHI) for patients with multiple plans
- Work with both Coders and PAD and Humana to facilitate in fixing needed demographic information to include Date of Birth, sex, other necessary information
- I completed the Peer Expert training for REVCycle in MHSGenesis, and maintain ongoing training for all staff members
- Work with new employees with training REVCycle and PowerChart for MHS Genesis
- Serve as a resource to the clinic for all issues encountered with MHSGenesis
- Supervise 5 personnel
- In Charge of DPMAPS, ATAAPS, DMHRSi submission
- In Charge of policy and procedures for Front Desk Staff
- Work with both the Health Insurance Portability and Accountability Act (HIPAA) officer to ensure continued compliance with all HIPAA and PAD Policies
- Serve as a subject matter expert for HIPAA when questions or concerns arise
- This is a federal job
- Upheld HIPAA regulations and standards for protecting patient information.
- Retrieved medical data for physicians and patients.
- Secured confidential patient information from unauthorized access.
- Performed regular quality and validation assessments on patient data to verify accuracy.
Health System Specialist (Patient Advocate/HIPAA Privacy Officer)
Defence Health Agency
08.2021 - Current
- Company Overview: This is a federal job
- Serves as the Medical and Dental Treatment Facility's Health Insurance Portability and Accountability Act (HIPAA) Privacy Officer and the Patient Advocate at Dunham Army Health Clinic, New Cumberland Army Health Clinic, Letterkenny Army Health Clinic, Fort Indiantown Gap Health Clinic, and the Dunham Dental Clinic
- Assist with Performance Improvement Manager, Risk Manager, and the Joint Commission (JC) Chief with administrative and training components of the Clinic's Performance Improvement activities
- Serves as Dunham's Ethics, Rights, and Responsibilities Joint Commission Champion
- Ensures that the MTF and DTF's policies and procedures regarding a patient's information comply with HIPAA requirements, JC standards, Army regulations, and state and federal laws
- Provide developmental guidance and assist in the identification, implementation, and maintenance of organization information privacy policies and procedures in coordination with organization management and administration, the Medical Information Security and Readiness Team (MISRT), Risk Management, the Performance Improvement Team, and legal counsel
- Performs initial and periodic information privacy risk assessments and conducts related ongoing compliance monitoring activities in coordination with the MTF and DTF's compliance program and JC continuous survey readiness program
- Conduct initial and ongoing privacy training and orientation to all employees, volunteers, medical and professional staff, contractors, and other appropriate alliances, business associates, and third parties
- Initiates facilitates and promotes activities to foster information privacy awareness within the organization and related entities
- Serve as the official point of contact for patients who have problems or complaints or who need assistance in obtaining services provided by the Military Treatment Facilities (MTF's)
- Clarifies facility policies and procedures
- Answers a wide variety of questions relating to services provided
- Documents and reports the results of patient interviews to include satisfaction with and/or obstacles to services
- Make referrals to other departments and services within the MTF and the community
- Handle institutional administrative procedures on behalf of patients and families
- Recognizes problems and recommends appropriate courses of action to provide optimum care
- Performs follow-up on problems coordinating with the applicable department or service chief
- Assists by contacting MTF offices on behalf of patients
- Immediately advises the Commander or representative of serious problems
- Prepares correspondence to be forwarded to appropriate individuals or agencies
- Compiles statistics and information concerning problems, complaints, grievances, and assistance requirements, as required
- Analyze data to identify systemic and other problem areas
- Recommends corrective actions
- Briefs and advises Dunham personnel regarding various problem situations
- Discuss actual cases and provides general guidance in the conduct of patient/staff relationships
- Provides or coordinates staff customer service training
- Patient Satisfaction Assessment
- Documents and reports results of patient interviews to include the level of satisfaction; conduct patient satisfaction surveys; identifies, analyzes, and evaluates trends and reflects the patient perception of services
- Processes patient satisfaction surveys in customer relations
- Recommends to the Commander and staff appropriate administrative courses of action to improve patient satisfaction
- Manage programs designed for training various staff personnel
- Provides in-service customer service and HIPAA Privacy training to clinic personnel as required
- Makes recommendations or interprets guidelines for administrative and medical staff and individual departments in program and policy planning, development, and welfare of the patient/beneficiary population
- Serve as the Training GPC Card Holder
- Responsible for completing the purchase of training courses and conferences
- Reconciling GPC statement each month with all necessary files for training
- Fill in as needed in different departments, such as Call Center (Answering phones and making appointments), Front Desk, checking in patients and making appointments, assist with Army War College in processing
- Assisted with the COVID Vaccine Clinic
- Serve as the Red Cross Coordinator
- This is a federal job
Supply Technician
Department of the Army
05.2018 - 08.2021
- Company Overview: This is a federal job
- Medical Treatment Facility (MTF) Property Book Hand Receipt Manager(37 property books/over $6 million in equipment), maintain inventory accountability and control of non-expendable and durable property through the use of the Equipment Management Module of the Defense Medical Logistics Standard Support (DMLSS) program
- Responsible for all logistical requirements which encompass property and supply, occasionally pick-ups and delivering medical and non-medical supplies and equipment, inventory management including issue, acquisition, turn-in, and documentation control
- Keeps accurate records
- Determine the most efficient support options for eliminating equipment deficiencies and coordinate loan of equipment
- Monitors supply operations and supply performance indicators and make recommendations as necessary
- Coordinate material support and assist in analyzing and resolving issues/problems as they arise
- Provide item manager support for processing requisitions and returns, creates and monitors disposals, initiates, reviews, and monitors data code changes, etc., to support item managers and the obsolescence team
- Maintain accurate records
- Assists Hand Receipt Holder in conducting inventories, and adjusts property records as necessary to ensure accuracy
- Review and approve inventory reports to assure compliance with all regulations, and to see that the appropriate adjustment is made when necessary
- Periodically conducts physical inventories of sub-hand receipts without an electronic scanning device to verify automated listings
- Prepares and assure the execution of an annual inventory schedule of accounts, reporting problems and discrepancies as required
- Assist hand receipt holder in processing Financial Liability Investigation of Property Loss (FLIPL), DD Form 200, investigations, collection vouchers, etc
- Work closely with hand receipt holders to analyze and resolve discrepancies, prepare transfers or determine an item's accountability
- Serve as POC and advisor for auditors, inspectors, and investigators, by explaining and justifying overall local policies and procedures used to account for property
- Provides information for investigations and is accountable for the accuracy of information provided as to the circumstances involved in individual property transactions
- Responsible for coordinating replies to audit reports and investigations to assure corrective action is taken as required
- Research equipment on a case-by-case basis
- Initiate procurement actions or services either through local purchase, or various National Control Points for purchase of medical and non-medical supplies for DUSAHC and the outlining clinics and determines which method of procurement or which type of funding or which type of program is most appropriate: either through the Contracting Office, Government Purchase Card (GPC), MIPR, The Medical Care Support Equipment Program (MEDCASE/CEEP), Blanket Purchase Agreements (BPA) and others
- Ensure all applicable invoices are available in Wide Area Workflow (WAWF) for accountability of paid services
- Oversee the receipts process for supplies/equipment
- Review receiving, inspection, and other reports/issue documents and makes sure the quantity received agrees with the quantity recorded on the receipt document
- Initiates tracer action on all delinquent supply requests, and review listings to reconcile due-ins with accounting records
- Coordinate with customers on matters dealing with support, due-out reconciliations, and requisitions status
- Ensure periodic inventory of material on hand is conducted per regulation
- Ensure that periodic Location surveys are conducted per regulation
- Ensures that Safety Data Sheet (SDS) is maintained and updated per hazardous material on hand
- Maintains the Logistics Branch Property Accountability standard operating procedures and directives for logistics
- Conducts periodic reviews and updates of administrative documents to support logistic operations
- These reviews and updates are to include outside verification with the current Army, MEDCOM, and other supporting command regulations and policies
- Serve as backup for L1 approval and responsible for Misc Pay requests
- Assist in managing the annual FLU campaign, making sure we maintain stock of needed vaccines
- GPC Holder (2 cards), enters transactions in DMLSS and maintain monthly accounting through DMLSS and CitiBank
- Managed the Fed Ex accounts and pays FedEx Accounts due for the entirety of the Health Clinic
- Approver in WAWF for clinic
- Process Medical Maintenance parts ordering, also worked with IMD for ordering and requesting items through CHESSIT
- Frequent use of Microsoft programs including Excel and PowerPoint
- Served as Back-up for Contracting, daily utilization of PIEE and GFEBS as well as DMLSS for day to day operations
- This is a federal job
Medical Support Assistant
Department of the Army
05.2016 - 05.2018
- Company Overview: This is a federal job
- I work as part of the managed care team
- Utilize AHLTA and CHCS to maintain CLR's (clear and legible reports) from referred appointments
- Use the Health Net Federal Service (HNFS) website to populate reports and match up utilized appointments with referrals that have not received a CLR, then contact the provider to have a CLR sent
- I ensure that providers maintain their CLR compliance
- As an Alternate Referral Specialist, work with providers to maintain appropriate referral process
- To include what is needed for referral processing
- Processing referrals, including STAT and ASAP referrals, verifying that all information is accurate and correct
- Work with clinic providers to ensure referrals are correct in diagnosis and can be processed with minimal disruption
- Contact healthcare facilities to make appointments for patients, then contacting the patient to verify times of availability
- Consult with healthcare providers for any questions or concerns with specific referrals, or if a referral needs to be placed
- Work closely with Humana staff to work with Providers regarding appointment and other issues that may arise
- I use Excel daily to track referrals placed, with those received
- I also use Excel to manage Line of Duty, and CLRs I receive via alternate fax numbers
- Maintain good relationships and communication with all of our providers
- Trained the current Referral Specialist in her job duties and computer skills needed to accomplish that job
- Verify in AHLTA (HAIMS) if a report shows as being used to determine if we received the office notes (CLR)
- Utilize Excel and Microsoft Word daily to track referrals placed, with those received, and to manage Line of Duty, and CLRs I receive via alternate fax numbers
- This is a federal job
Dental Hygienist
DOD Joint Task Force
10.2011 - 05.2016
- Company Overview: This is a federal job
- Normal Hygiene Activities - Medical History Reviewed at each appointment, Blood Pressure taken yearly or more as indicated, Oral Health assessment, Treat Periodontal Disease as indicated, Dental Cleanings, Radiographs taken
- Work with clinic employees to fund and organize clinic activities and functions (fundraisers/picnics/dinners)
- Acted as liaison between the dental clinic and health clinic in areas of combined health fairs, and events and worked with the Marketing Department in promoting our clinic
- (designed posters and fliers on Power Point)
- Frequently designed Posters and Presentations for our information window with Microsoft PowerPoint
- Arranged treatment plans and scheduled patient appointments accordingly in addition to rescheduling patients as needed
- Answer multi-line phones and general questions
- Initiated and maintain lists on Microsoft excel (on a daily basis) to monitor patient exam due date, periodontal maintenance due date and Annual Periodontal Evaluation date
- Developed in Excel a system of tracking patients that needed to come in more frequently for maintenance appointments, I also contacted each as they were due via email and phone
- Check patients into the clinic (when in processing) and for appointments
- Also Out-process patients according to our clinic's SOP
- Confirmed appointments for providers one day prior to appointment
- Filed records and pulled records as needed, often was part of a group to re organize the files (checked for misfiled records)
- Ensure patients fill out all necessary forms prior to their appointment to more efficiently utilize the appointment time
- Maintain records in proper format in accordance with each specific service (Army, Air Force, Navy/Marines; updated, filed, and copied records; received and tracked mail when appropriate
- Mentor New and incoming Prophy Techs and Hygienists in Clinic Policies and Procedures, to include how to maintain records, what types of treatment are allowed to preform, the computer program (CDA) - how to schedule appointments and enter work performed
- Perform QA's (Quality Assurance checks) on Prophy-Techs and demonstrate areas of improvement
- Patient Education performed on a daily basis regarding treatment to be performed and how to improve their oral health
- Maintain Infection control standards
- Utilized our online program (CDA) to enter treatment and narratives for treatment
- Utilize AATAPS (Time and Attendance) daily and DMHRSI (accountability software)
- Proficient with Microsoft Excel, PowerPoint, Word, Outlook
- I am also very computer literate
- Kept records of patients in and out processing
- With a patient focused approach, interacted with patients courteously and greeted them professionally
- Responded to patient inquiries and requests in a courteous, professional, and pleasant manner on the phone and in person
- Maintain a professional and positive environment for patients and guarantee superior patient care
- This is a federal job
Registered Dental Hygienist
TCMP Health Services
03.2006 - 03.2011
- Positioned at the Baumholder Dental Clinic, in Germany
- Performed Normal Hygiene Functions - to include Blood Pressure at exam appointments (or more frequently if indicated), Complete review of medical History at each appointment
- Assisted Clinic Command with in-service training for dental assistants and military in areas of Radiation, Infection Control and Sterilization
- Assisted Front Desk with scheduling (15-20 providers), answering phones, and general questions from patients
- Questions - ranged from treatment, appointments, and clinic policy
- Worked with a select few during pre and post deployment to review clinic records to ensure they meet army standards and were inspection ready
- Initiated and maintained lists of patients who were due for different appointments
- Contacted these patients via email or phone to schedule appointments
- Utilized Microsoft Outlook, PowerPoint, Excel and Word on a daily basis
- Utilized CDA (dental software) to enter work performed and narration of individual appointments
- Utilized DMHRSI (accountability software)
- Performed Patient education as needed (mostly with parents whose children were being seen)
- Helped new employees learn the procedures and policies of the Baumholder Dental Clinic
- Responded to patient inquiries and requests in a courteous, professional, and pleasant manner on the phone and in person
Education
Master of Science - Healthcare Administration
University of Maryland Global Campus
Maryland05-2020
Bachelor of Science - Dental Hygiene
University of Louisville
Louisville, KY05-1995
Skills
- Organizational Leadership
- Patient Safety
- Healthcare Analytics
- Health Promotion
- Healthcare management
- Quality Improvement
- Administration and management
- HIPAA Compliance
- Team building
- Patient Registration
- Task Prioritization
- Computer Literacy
Certification
- Certified HIPAA Professional, HIPAA Academy, 2022 November
Timeline
Supervisory Health System Specialist (Group Practice Manager)
Defense Health Agency
02.2023 - Current
Health System Specialist (Patient Advocate/HIPAA Privacy Officer)
Defence Health Agency
08.2021 - Current
Supply Technician
Department of the Army
05.2018 - 08.2021
Medical Support Assistant
Department of the Army
05.2016 - 05.2018
Dental Hygienist
DOD Joint Task Force
10.2011 - 05.2016
Registered Dental Hygienist
TCMP Health Services
03.2006 - 03.2011
Master of Science - Healthcare Administration
University of Maryland Global Campus
Bachelor of Science - Dental Hygiene
University of Louisville
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