Epilepsy Database Specialist (Full Time, Days)

Description

Job Summary

The Database Specialist will be responsible for implementing, designing, and maintaining clinical databases in the Brain Institute. The primary focus of this role will be to build, input, and maintain databases used in clinical research, outcome tracking, writing papers and presentations, and related studies. This includes overseeing data collection, conducting audits for data quality checks, monitoring data, and building/running reports for clinical, research, and outcome purposes. Works closely with leadership, and physicians in the Brain institute and Brain Institute Programs, ensuring that data systems support ongoing research and clinical objectives. Also works in collaboration with the Director of IT Data/Research IT Administration in the Research Institute for development and to ensure compliance with protocols, regulatory and risk oversight.

Job Specific Duties

• Designs, implements, and manages clinical research databases, ensuring they meet project requirements and study protocols. Customizes data collection forms and instruments as needed. 
  
• Performs manual and automatic data entry from various sources (e.g., EMR, Cerner). 
  
• Oversees accurate data entry, regular updates, and ensures data integrity throughout the study lifecycle. 
  
• Supports quality assurance, performance measures, process improvement plans, strategic planning, analysis & projects.
  
• Conducts ongoing audits of quality control to identify discrepancies, clean data, and implement corrective actions to maintain high quality using machine learning and AI strategies. 
  
• Generates reports and exports data for clinical, research, and outcome tracking, providing insights to stakeholders. 
  
• Works closely with researchers, physicians, and staff to ensure smooth database use and provides ongoing technical support and training. 
  
• Ensures databases comply with HIPAA, GCP, IRB, and other regulatory standards. Implements user access controls and risk management procedures.
  
• Responsible for data requests in support of US News and WR submissions and other Center of excellence (COE) surveys. 
  
• Monitors and improves database performance, ensuring efficiency and scalability for evolving research needs.
  
• Maintains clear and up-to-date documentation for database configurations, protocols, and quality control procedures. 
  
• Works with clinicians with data entry and checks for accuracy and missing data.
  
• Extracts/compiles datasets for students, postdoctoral scholars and faculty for analysis, and assists in data analysis as needed.
  
• Works closely with Research Institute regarding regulatory and risk oversight.
  
• Responsible for quality control, management, and integrity of data and related procedures.
  
• Designs, develops, coordinates and implement data management policies.
  
• Develops solutions to database systems problems through a specification process to include customization of software, using tools such as reports, screen design & interface definitions, in addition to data management procedures, query building, report creation and compilation of datasets for analyses. 
  
• Assumes responsibility for communication of data related issues with and among the research and clinical associates. 
  
• Assists with manuscript preparation and reporting requirements as needed (i.e., quarterly reports to funding agency or annual reports for US News and World Report). 

Qualifications

Minimum Job Requirements

• Bachelor's Degree in Computer Sciences, Health Informatics, Data Science, Information Technology, Clinical Research or related major (or) at least 5 years of experience in Healthcare Informatics 
  
• 2-4 years of experience managing medical research databases, with direct experience in building, maintaining, and troubleshooting databases with a focus on clinical research or healthcare data with tools such as REDCap
  
• 2-4 years of experience in healthcare or related field
  
• 2-4 years of experience in data entry, monitoring, and reporting for clinical or research studies, and performing quality control checks
  
• 2-4 years of experience with extracting data, generating reports and data analysis for clinical and research purposes

Knowledge, Skills, and Abilities

• Advanced knowledge of tools such as REDCap, SQL, or other database management systems and their features, including database setup, data validation, custom instruments, and automated workflows.
  
• Proficiency in SQL for querying databases and generating custom reports.
  
• Knowledge of programming languages or scripting (e.g., Python, R, JavaScript) to automate tasks or extend database functionality.
  
• Excellent written and oral communication skills.
  
• Experience with healthcare data, and medical databases including HEMR systems and Cerner.
  
• Ability to establish a positive working relationship and rapport with medical staff, other department heads, staff, and colleagues.
  
• Understanding of medical terminology, clinical research processes, and outcome tracking.
  
• Knowledge of regulatory requirements for clinical research data (e.g., HIPAA, Good Clinical Practice (GCP), IRB) and medical data privacy regulations (e.g., HIPAA).
  
• Experience with data analysis tools (e.g., SPSS, SAS, R) to assist researchers with data interpretation.
  
• Strong organizational skills and the ability to handle multiple projects while adhering to deadlines.
  
• Ability to train users and provide technical support to non-technical staff and provide ongoing technical support.
  
• Outstanding customer service skills and able to interact appropriately with BMT patients, medical and clinical staff.
  
• Ability to prioritize, work independently, and evaluate workload in order to meet deadlines.
  
• Ability to create reports and dashboards to track performance using Microsoft Office and other data/project management software.
  
• Ability to navigate the EMR.
  
• Ability to conduct quality review and develop action plans.
  
• Ability to maintain documentation for regulatory compliance.

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