SHEENA J. POLLARD
SOUTH EUCLID
Summary
Professional with 19 years of experience at Louis Stokes Cleveland VA Medical Center, specializing in health record management and data analysis. Proven track record in ensuring compliance with medical and legal standards while coordinating workflows and training staff. Demonstrated ability in project management, leading teams to achieve objectives efficiently. Strong writing and research skills enhance communication and documentation processes.
Overview
21
21
years of professional experience
Work History
Lead Medical Records Technician
Cleveland VA Medical Center
01.2022 - Current
- Review resumes and applications for potential candidates.
- Assist with Interview Agendas.
- Part of the interview panel for qualified candidates.
- Point of Contact (POC) to train on how to navigate through HRSmart.
- Point of Contact (POC) for Leaf Employee Clearance.
- Responsible for ensuring that all patient care data entered in VistA and/or Computerized Patient Record System (CPRS) is accurate, timely, and completed.
- Reviews records for adherence with CMS guidelines related to student, resident supervision and attending physician presence and documentation.
- Reviews health records to ensure that all records contain sufficient information to meet medical/legal requirements, to ensure continuity of patient care and provide education to clinical staff.
- Point of Contact (POC) to assist clinicians with completion of delinquent and incomplete health records.
- Responsible for preparing complex reports noting the status of non-compliant medical records, compliance reports and submit report to management and clinical staff.
- Responsible for coordinating, assigning, and monitoring the workflow of the Health Information Technology Team (HIT).
- Point of Contact (POC) for Power BI, Power App, Vatas, Encounters, health record content and documentation requirements.
- Point of Contact (POC) for creating and updating Policies and Standard Operational Procedures (SOP).
- Active member of the Medical Records Committee to include presenting data and implementing processes based on such data.
- Proficient in creating MS Teams Workflows.
Health Information Technician
Cleveland VA Medical Center
12.2018 - 01.2022
- Works independently to identify erroneous medical record documentation for tracking purposes and completion.
- Subject matter expert for the completion of delinquent/incomplete health records and serves as the Point of Contact (POC) for clinical staff regarding requirements for complete documentation.
- Prepares reports noting the status of all delinquent health records to submit to appropriate staff.
- Participates in routine focused reviews for identifying and tracking outliers in the medical record.
- Identifies and abstracts information from health records for special studies and audits both internal and external.
- Communicate with management to keep them informed in a timely manner of any concerns, accomplishments, etc. which warranted attention (i.e. workload changes, backlogs, bottleneck, shifts in workflow, inadequate staffing).
- Serve as a primary timekeeper.
- Subject matter expert for training new providers on encounter completion, note retractions and consult requirements.
Management & Program Analyst
Cleveland VA Medical Center
11.2017 - 12.2018
- Point of Contact (POC) for arranging interviews for potential candidates and coordinates with Chief of Staff, Supervisor and Physicians.
- Schedule and compile documents for interviews. To include any updates to interview material.
- Analyze incomplete information and retention problems for new physicians, residents, Physical Therapy and Occupational Therapy students.
- Clinic creation to include all associated stop codes, annual reviews, and any national changes.
- Analyze clinical utilization reports for implementation of changes to enhance productivity and patient access.
- Point of Contact (POC) for Commission of Accreditation Rehabilitation Facilities (CARF) audit.
- Point of Contact (POC) for Veteran Experience Questionnaire.
- Collect, compile, and track data and statistical information for Physical Medicine & Rehabilitation (PM&RS) operations and other internal stakeholders.
- Point of Contact (POC) for equipment and supply requests.
- Point of Contact (POC) for scheduling departmental.
- Update various logs, maintain active, inactive, and pending files.
- Prepares personnel actions to include updating organizational charts, preparing memos for recruitment, SF-52, coordinate onboarding with Credentialing & Privileging (C&P)
- Submit requests for menu access, PIV cards and network access for new contractors, PT/OT students and residents through EPAS.
- Responsible for maintaining on-call schedule for physicians and nurses.
- Responsible for the Physical Medicine & Rehabilitation (PM&RS) newsletter.
- ADPAC Administrator
- Records Management Liaison
- Prepare and submit Release of Information Requests
- Complete Annual Inventory
- Serve as the primary timekeeper.
Advanced Medical Support Assistant
Cleveland VA Medical Center
01.2009 - 11.2017
- Established and maintained Chief and Supervisor calendar, prioritized appointments and coordinated meeting as appropriate, managed appointments and emails.
- Arranged meetings, conference calls, set up video conferences, prepared power-point presentations, and provided clerical and administrative support.
- Made travel arrangements, including flight, hotel, ground transportation, meals and per diem, etc.
- Completed various forms, notices, posting and/or publication.
- Assisted with project monitoring and budget tracking.
- Ran queries of various databases for peer-reviewed materials
- Took minutes for the monthly staff meeting.
- Liaison for the Evidence Based Therapy (EBT) Training Program
- Maintained and tracked potential applicants, screened, and scanned applications, composed spreadsheets, retained files, ensured applicants were completed and submitted prior to training deadline.
- Assisted VISN 10 Business Manager with Suspense/Action Plans
- Maintained spreadsheet to reflect vacancies rates throughout the fiscal year.
- Compose memorandums- FMLA, Education, Reimbursement, and Recruitment requests.
- Serve as the primary timekeeper.
- ADPAC Administrator- Submit request for computer problems, phones and equipment through Maximo.
- Prepared all Human Resources personnel actions through WebHR-SF52’s for Recruitments
- Promotions, Change in Assignments, Resignation and Retirement
- Maintain data and code patient’s treatment information in VHA’s Functional Status and Outcomes Database (FSOD) through Citrix.
Program Support Clerk
Cleveland VA Medical Center
02.2005 - 03.2009
- Type appointment letters.
- Create comprehensive tracking system for patient appointments.
- Submit CPT (Current Procedural Terminology) Codes for Radiation Therapy and Radiology Service
- Scheduled, cancelled, and re-scheduled patient's appointments and/or consults.
Medical Support Clerk
Cleveland VA Medical Center
03.2007 - 01.2009
- Firstline contact person for the department, provided direct assistance to physicians, specialists and the nursing care staff.
- Provided clerical assistance, typing memos, ordering charts, test results and/or x-rays from outside facilities.
- Scheduled appointments
- Answer and route incoming phone calls.
- Logged and reviewed all incoming and outgoing correspondences.
- Ensured clinic notes were present and signed by the physician.
- Ordered short stay-unit and travel consults for patients' appointments, along with pre-admission information based on physician guidelines.
- Attended monthly meetings.
- Copied catheterization films for redistribution to other facilities.
- Worked extensively through VISTA and CPRS programs ensuring all documents and reports internal and external were accurately documented.
- Timekeeper for the department
Education
High School Diploma - undefined
Collinwood High School
Cleveland, Ohio06.2003
Skills
- Medical records auditing
- HIPAA compliance
- Patient confidentiality
- Healthcare data analytics
- Clinical documentation improvement
- Records organization
- Health information systems
- Information verification
- Medical office administration
- Electronic health records management
- Medical terminology proficiency
- Customer service
- HIPAA regulations
- Written and verbal communication
- File organization
- Medical terminology understanding
- Scheduling appointments
- Data entry
- Medical terminology
- Client relations
- Paperwork processing
- Inventory coordination
- Records management
- Supply ordering
- Filing systems expertise
- Medical records management
- Data security
- Staff education and training
- EMR / EHR
- Meeting coordination
- Release of information paperwork
- Patient data collection
- Medical record safeguarding
- Information retrieval
- Health information management
- Medical records audits
- New patient chart preparation
- Work well independently
- Scanning and imaging software
- Electronic medical records handling
- Teamwork
- Teamwork and collaboration
- Problem-solving
- Time management
- Attention to detail
- Problem-solving abilities
- Multitasking
- Multitasking Abilities
- Reliability
- Excellent communication
- Critical thinking
- Organizational skills
- Team collaboration
- Active listening
- Effective communication
- Adaptability and flexibility
- Verbal and written communication
- Decision-making
- Detail-oriented
- Troubleshooting abilities
TRAINING
- Training completed through TMS (Talent Management System)
- Planning and Preparing an Operating Budget
- Training completed at the Cleveland Veteran Affairs Medical Center
- Career Development Training
- Business Management and Strategy: HR and the Strategic Planning Process
- FAITAS (Federal Acquisition Institute Training Application System)
- Sealed Bidding DAU
- Markey Research DAU
- COR With a Mission Focus DAU
- Contracting Officers Representative (COR) DAU
- Overview of Acquisition of Ethics DAU
- Team Management and Leadership DAU
- Contracting Overview DAU
- Contracts for Production DAU
- SPS System Administration DAU
Timeline
Lead Medical Records Technician
Cleveland VA Medical Center
01.2022 - Current
Health Information Technician
Cleveland VA Medical Center
12.2018 - 01.2022
Management & Program Analyst
Cleveland VA Medical Center
11.2017 - 12.2018
Advanced Medical Support Assistant
Cleveland VA Medical Center
01.2009 - 11.2017
Medical Support Clerk
Cleveland VA Medical Center
03.2007 - 01.2009
Program Support Clerk
Cleveland VA Medical Center
02.2005 - 03.2009
High School Diploma - undefined
Collinwood High School
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