Trauma Registrar at Whidbey General Hospital – Coupeville, Washington

JOB SUMMARY

The Trauma/Cardiac/Stroke Registrar supports the mission of WhidbeyHealth by contributing to the delivery of high-quality, patient-centered care through the effective coordination of trauma, cardiac, and stroke data programs. This role promotes optimal patient outcomes by supporting clinical performance improvement and regulatory compliance through accurate data collection, case identification, abstraction, analysis, and reporting.

The Registrar is responsible for identifying eligible cases through established inclusion criteria, conducting comprehensive chart reviews, abstracting clinical and demographic data, and entering required information into designated registries, including the Washington State Trauma Registry and Get With The Guidelines® (GWTG) Registry for cardiac and stroke programs. This position ensures the integrity, accuracy, and timely submission of data in accordance with Washington State Department of Health (DOH) trauma program standards, registry requirements, and national benchmarking expectations.

The Trauma/Cardiac/Stroke Registrar collaborates with physicians, nursing leadership, quality teams, and program coordinators to support performance improvement and patient safety initiatives, including case reviews, data validation, and outcome analysis. The role assists in the preparation of reports and dashboards used to monitor clinical quality indicators, identify opportunities for improvement, and support trauma program verification, stroke and cardiac program quality initiatives, and regulatory survey readiness. Consistent with trauma system expectations, the Registrar maintains confidentiality of patient information and adheres to all applicable regulatory, privacy, and organizational policies.

PRINCIPLE FUNCTIONS include the following: other duties may be assigned:

• Identifies all qualifying trauma cases presenting to the Emergency Department for inclusion in the trauma registry in accordance with American College of Surgeons (ACS) and Washington State Trauma System standards. Updates previously entered cases as needed and assembles the necessary medical record documentation to support complete and accurate case abstraction.
• Performs comprehensive abstraction of patient medical records, including demographic information, injury location and mechanism, pre-hospital care, and clinical treatment data for inclusion in the trauma registry. Researches and obtains missing documentation from multiple sources, including external healthcare facilities, emergency medical services (EMS), and other agencies as necessary.
• Maintains and coordinates the electronic trauma registry to ensure compliance with ACS Committee on Trauma standards and Washington State Administrative Code (WAC) requirements. Ensures data accuracy, completeness, and timely reporting in accordance with trauma system regulatory and accreditation requirements.
• Utilizes Abbreviated Injury Scale (AIS), Injury Severity Score (ISS), and International Classification of Diseases (ICD-10) coding methodologies to classify injuries and compile clinical indicators, statistical reports, and benchmarking data for use by the Trauma Program Manager, physicians, and hospital leadership.
• Generates and prepares trauma registry reports and data analyses to support performance improvement initiatives, trauma committee review, and trauma-related research activities. Provides data and case review information used to support Performance Improvement Program (PIP) processes, education, and system improvement efforts.
• Maintains strict confidentiality and security of patient information in accordance with hospital policies, HIPAA regulations, and applicable federal and state laws. Ensures quality control of registry processes including case finding, data abstraction, coding accuracy, follow-up, and data submission.
• Maintains records and supporting documentation related to quality assurance and performance improvement indicators, ensuring information is available for internal review and regulatory compliance.
• Attends and participates in Trauma Committee meetings and other multidisciplinary meetings as required to support trauma program oversight and quality initiatives.
• Conducts ACS-required trauma registry audits, participates in data validation activities, and assists in the preparation for the Washington State Trauma Center Re-Designation Survey, which occurs every three years.
• Participates in continuing education and professional development related to trauma registry management, coding standards, regulatory requirements, and emerging best practices. Assists with updates to policies and procedures related to trauma registry operations as assigned.
• Demonstrates professionalism, discretion, and the ability to communicate clearly and effectively with clinical staff, leadership, and external agencies both verbally and in writing.

JOB KNOWLEDGE & QUALIFICATIONS

Education

• Highest level of education completed, minimum high school diploma or equivalent required.
• Associates degree in healthcare related field preferred.

Training and Experience

• Trauma registry experience preferred, including familiarity with Abbreviated Injury Scale (AIS), Injury Severity Score (ISS), and ICD-10 coding used for trauma data abstraction and reporting.
• Demonstrates strong analytical and critical thinking skills, with the ability to review and interpret clinical documentation for accurate data abstraction and reporting.
• Possesses excellent verbal and written communication skills and strong interpersonal abilities to effectively collaborate with physicians, nursing staff, leadership, and external agencies.
• Demonstrates strong organizational and time-management skills, with the ability to prioritize multiple assignments, manage deadlines, and maintain attention to detail in a data-driven environment.
• Ability to work independently with initiative, while maintaining accountability and supporting multidisciplinary program goals.
• Proficient in the use of computer information systems, electronic medical records, trauma registry databases, and advanced software applications, including data management and reporting tools.

Certificates, Licenses, Registrations

• Complete American Trauma Society (ATS) Trauma Registrar Course (or equivalent) within six (6) months of hire.
• Complete Association for the Advancement of Automotive Medicine (AAAM) Abbreviated Injury Scale (AIS) Injury Scaling Course within six (6) months of hire.
• Certified Abbreviated Injury Scale Specialist (CAISS) or Certified Specialist in Trauma Registries (CSTR) preferred.

OTHER SKILLS AND ABILITIES

• Must be able to demonstrate the ability to apply knowledge of medical terminology as applicable to the position.
• Must have the ability to be highly organized and multi-task at various workstations and settings.
• Must possess effective professional interpersonal skills as well as excellent service skills in all interactions with the ability to communicate effectively on the phone, in person and in writing.
• Must be able to plan, prioritize and organize work assigned within communicated deadlines.
• Must be able to communicate effectively with all levels of employees in the organization, take direction, and can build and maintain inter-and-intradepartmental relationships.
• Must demonstrate attention to detail when completing all work assigned.