Electronic Health Record Specialist

Job Title:            Electronic Health Records Specialist

Department:       Health Department

Reports To:         Health Director 

Job Status:         Exempt 

Type:                  Regular Full Time 

Grade:                F

JOB SUMMARY:

Electronic Health Records (EHR) Specialist:

Employee coordinates the implementation of the Electronic Health Record and supports the multi-service software packages that automate the capture of clinical encounter information and its subsequent retrieval.  The multi-service applications that support the Indian Health Service Electronic Health Record (EHR) are defined as, but not limited to, Patient Care Component (PCC), Text-Integration Utility (TIU), Case management, Health Summary, Imaging, Clinical Reporting System (CRS).

Meaningful Use (MU) monitoring and reporting is an important aspect of the CAC position.

Health Information Management (HIM):

Health information professionals serve as a resource to the facility and are active in the facility’s decision-making activities related to health information systems, health record content, authentication of record entries, correction of documentation errors, documentation approaches, and information system backup and disaster recovery.  Health information professionals play an active role along with the administration and the clinical staff in the development of future strategies for initiatives based on the organization’s health information.  Health information professionals are involved in all decisions, both technical and administrative, that impact, define, and/or control access to patient health records.  Health information professionals convey a positive, professional image, and share expertise with the administration and other departments, organization staff, medical staff, and health care professionals in the community.

Assist the CAC in monitoring Government Performance and Results Act (GPRA) and Physician Quality Reporting System (PQRS) are vital functions in the HIM responsibilities.  Also included under HIM are running error reports and making appropriate corrections.

MAJOR TASKS AND RESPONSIBILITIES:

1. Is responsible for coordinating the implementation and support of multi-service software packages that automate the capture of clinical encounter information and its subsequent retrieval.  The application coordinator manages the customization of the site parameters and addresses integration issues with other software packages.  Periodically reviews site parameters and local tables with each service for accuracy and completeness.  Coordinates implementation of new software products obtained by the facility that cover these functions.  
2. Analyzes and evaluates processes related to information flow.  Serves as liaison between service lines concerning these processes.  Acquires comprehensive knowledge of the software involved to determine procedural issues versus system/application deficiencies.  Assists staff in the efficient use of the current software.  Serves on medical center teams, wherever and whenever management determines the skills and talents of the incumbent would be best utilized.
3. Establishes effective interpersonal relationships with all levels of medical center personnel.  Promotes an atmosphere that encourages enthusiasm and user participation in clinical computing.  Creates a positive environment for reporting application and/or system deficiencies and suggestions for system improvements and enhanced functionality.
4. Promotes an awareness of the importance of data validity and data security.  Coordinates efforts to correct deficiencies and errors that occur in the electronic record.
5. When needed to assist the CAC - Provides training on current software applications, new features, and insures training is scheduled for new users.  Emphasizes timeliness, accuracy, security and the importance of these functions on other clinical applications.  Organizes and/or provides training in standardized reports and in the creation of custom templates for ad hoc reporting utilities.  Acts as a resource in the best ways to view the automated data.   
6. When needed to assist the CAC -Create and maintain Text Integration Utility (TIU) templates, menus, and pick lists in the EHR per providers’ needs. 
7. Works with various departments and their staff in the refining and evaluation of existing health-related software modules and programs.   Maintains awareness and comprehensive understanding of clinical software activities throughout the clinic.
8. Coordinates with IT staff and other application coordinators to implement integrated packages, resolve conflicts, provide secondary support on related software modules, and insure smooth operations in areas where package scope overlaps or is integrated with other services’ functions.
9. Process Data Entry requests as they are received.
10. When needed to assist the CAC - Maintain and report MU, GPRA, and PQRS. 
11. Work with outside vendors, i.e. Pharmacies, laboratories, Healthcare consulting coding company etc. with regards to EHR.

1. Consent Reporting: Prepare, manage, and maintain consent reports for front office staff to ensure compliance with organizational and regulatory standards.
2. Audit Oversight: Review and analyze receptionist audit sheets to verify accuracy and adherence to established procedures.
3. System Support: Serve as a backup for the Clinical Application Coordinator (CAC), including managing user account setups, access permissions, and troubleshooting system issues.
4. Quality Assurance: Conduct quality assurance reviews for scanned images, identify discrepancies, and complete corresponding image error reports in a timely manner.
5. Billing Support: Manage Quest billing trailers and the reconciliation and review of Quest billing processes to ensure accurate and timely submission.

1. Perform other duties as assigned.

PREFERENCE:

• Indian Preference Policy applies to this and all positions with the Nooksack Indian Tribe.

MINIMUM QUALIFICATIONS:

The following qualifications are required for the applicant to have, in order to be considered for the position.

REQUIRED EDUCATION, EXPERIENCE AND TRAINING FOR POSITION:

Minimum of an associates degrees in Health Care Administration or in an academic field related to the Health Care/Allied Health Sciences appropriate to the work of the position and/or 4 years’ experience directly related to area of responsibility in electronic health records.

REQUIRED SKILLS/KNOWLEDGE/ABILITIES POSITION:

• Must possess a high degree of working knowledge of the principles of multi-user computer business or government software application packages, including, but not limited to, the following computer programs: RPMS, EHR (EMR), Health Information Exchange/Personal Health Record, and Microsoft Office Suite.
• Must establish and maintain cooperative working relationships with faculty, staff, trainees, and others connected in the performance of duties.
• Must adhere to Medical Administrative Policies and Procedures (e.g., Health Insurance Portability and Accountability Act).
• Must be familiar with Medical Terminology, abbreviations and symbols.
• Must have experience serving as a liaison between groups within an organization, as an effective member of organizational teams and in coordinating software implementation projects.
• Skill in monitoring and organizing Data Entry staff and functions.
• Skilled in problem solving, interpersonal relationships in the workplace and conflict resolution.
• Ability to work independently, to plan, coordinate and implement projects and to complete projects on schedule.
• Must be dependable and able to work independently with little supervision.

REQUIRED CONDITIONS OF EMPLOYMENT:

• Must pass alcohol/drug test at time of hire and throughout employment.
• Must pass criminal background check at time of hire and periodically thereafter.
• Must possess a valid Washington State driver’s license.

PHYSICAL REQUIREMENTS:  (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job):

• Potential for exposure to blood-borne pathogens and communicable diseases.
• Occasional standing/walking while performing office duties; walking short distances throughout shift on tile, carpet or concrete.
• Frequent-constant sitting on adjustable chair at desk or assigned work area.  May stand as desired.
• May kneel or crouch occasionally to retrieve items from ground level.
• Work requires stooping, crouching, reaching, pushing, pulling, grasping and repetitive motion.  Job requirements include forward and over shoulder reaching on a frequent basis.
• Ability to use computers, phone, calculator, copier and other office equipment.
• Constant use of hands, fingers and arms to reach or grasp while using office equipment, and for other administrative duties.
• Ability to Multi-Task:  e.g., answer phones, and effectively interact with clients, patients and co-workers while giving and receiving instructions.
• Ability to speak and hear clearly; visual requirements include hand-eye coordination, visual acuity in near/mid rages, frequent depth perception, peripheral vision, color discernment  and accuracy.
• Frequently lift or move up to 25 pounds.
• Work is primarily performed indoors in a climate controlled office environment.

DESIRED SKILLS/KNOWLEDGE/ABILITIES POSITION:

The following skills, knowledge or abilities are preferred / helpful for the applicant applying for this position.

• Strong computer skills.
• Experience with EMR systems (EHR).
• Ability to respond to demanding and complicated patient situations.
• Effective communication with doctors, nurses and other staff.
• Maintain concise, timely and accurate confidential records of patients.
• Effective Time-Management skills.
• Ability to solve difficult problems with minimal supervision.
• Strong decision making and practical skills.

I have read and understand the position requirements as stated above.  I further, understand that occasionally I may be instructed to perform duties that are not listed above but are relative to my position.