Document Management Administrator

Department: Information Services SVH
Exempt: Yes
Schedule: DAYS
Position Type: Full Time 0.6 FTE or More
FTE: 1.000000
Base Wage: $ 39.86 to $ 59.79

Location: SRH Business Center

The information described in this job description has been designed to indicate the general nature of the work performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

Other information:

Job Summary
Accountable for all aspects of the organization’s Document Management systems, including day-to-day support of the system and project oversight for the Document Management projects at Skagit Regional Health, an integrated healthcare system. It is also responsible for the integration of the Document Management system operation with Information Systems infrastructure and standards. Day-to-day support includes monitoring the system’s interfaces, hardware, software and performance characteristics and proactively addressing issues. It includes problem isolation, resolution and escalation as well as all aspects of backup and recovery. This position provides administrative responsibility for the system, system maintenance, updates and fixes. It includes system administration and engineering of all aspects of the system. Project oversight includes project planning, scheduling, reporting, budgeting, tracking, issue management and delivery of assigned projects. It includes vendor coordination, management and escalation. Project management is provided under the general direction of the Manager of Applications, Information Systems. This position is responsible for the integration of the system (project management, design engineering and daily operations) with Information Systems. Has a primary reporting responsibility to the Manager of Applications in the Information Systems department. Is responsible for adhering to all IS policies, processes, procedures and guidelines. Provides status of projects and system performance to both areas. Insures that the organization’s Document Management needs are addressed and integrated within the IS infrastructure and that IS standards and protocols are honored. Does not duplicate, but augments. Has fiscal accountability for the Document Management systems, reporting to the Manager of Applications in the Information Systems department and performs all duties in a manner that promotes a team concept and reflects the Skagit Regional Health Mission, Vision and Values.

Essential Functions
Coordinates and oversees all aspects of the organization’s Document Management system. Verifies that appropriate processes have occurred (scheduled operations, backups, rebuilds, archives, etc.). Monitors the system’s interfaces to insure they are functioning at all times. Develops monitoring techniques and downtime processes to keep the interface systems in synch with other systems within the organization. Coordinates all changes so that MIS and Document Management system/data interfaces remain fully functional at all times. Monitors the system’s hardware, software and performance characteristics and proactively addresses all issues including storage space, system performance and archiving/backup and recovery. Monitors all event s logs. Performs problem isolation, is actively responsible for resolution (regardless of source) and escalation both within the organization’s departments and Information Systems Departments. Participates in IS problem resolution coordination meetings. Provides maintenance and upgrade support and responsibility for the system. This includes coordinating all system maintenance activities (fixes, updates and new releases) and insures appropriate testing and implementation coordination. Provides system administration on applicable aspects of the system. This includes creating, updating and maintaining system tables, maintaining sign-ons/passwords, granting access by users etc. Works closely with health care system’s Information Systems Network and Server Infrastructure groups to maintain essential network components. Coordinates all wiring, server, addressing and network activity as appropriate with Information Systems. Is fiscally responsible for the system, anticipating upgrades, capacity increases, maintenance requirements, and vendor budgets Works with vendors, implements backup and recovery processes. Runs and monitors these processes, insuring the integrity of the backups and the ability to recover from failure. Provides project oversight for the Document Management products, under the direction of the Manager of Applications of Information Systems. This includes project planning, scheduling, reporting, budgeting, tracking, issue management and delivery of assigned projects. Manages the vendor(s), insuring that the healthcare system’s issues are being addressed, that the healthcare system is being fairly treated, and that their needs are being met. This includes vendor coordination, reporting and escalation. Throughout the course of defined projects, supervises the activity of all aspects of the product, including those in Information Systems, the organization’s departments and other stakeholders. Responsible for administrative tasks related to project management including: development and maintenance of project plans, project tracking, budget preparation, meeting planning, status reporting and change management initiatives. Identifies and suggests solutions for barriers to timely completion of assigned projects. Issues may include technology incompatibilities, problematic working relationships, budget constraints and education deficiencies. Fosters teamwork and utilizes strong team building measures. Initiates all purchases and reviews all invoices related to the Document Management projects. Effectively manages the challenge of technology, process methodology and people (individual and teams). Works closely with all areas of Information Systems to ensure complete, efficient and integrated systems. Adheres to all standards, policies, protocols, processes and procedures as defined by Information Systems. Participates in and fosters a performance improvement approach that includes both intradepartmental and interdepartmental activities. Responsible for the integration of the system (projects and daily operation) with Information Systems. Responsible for faxing and OCR technologies, as well as overall responsibility for document routing workflows. Keeps abreast of emerging technologies and their impact on the Document Management environment. Works with Information Systems and the organization’s departments to keep all informed. Provides or coordinates all Document Management training (of staff, alternative system administrators, Information Systems, physicians and other care givers). Coordinates Document Management device moves (must coordinate with IS any address changes and the movement of any devices which may impact the network). Works closely with IS to coordinate and integrate other desktop applications where appropriate so that both co-reside. Assists in problem resolution, hardware or software upgrades performed on devices also used with Document Management to insure that both environments work. Complies with all SRH policies and procedures. Perform other duties as assigned.

Education
Bachelor's degree required in Diagnostic Imaging, Radiology, Computer Science, Information Systems, or other related area. A Master’s degree in a related area is preferred.

Experience/Training
Previous experience is required to include six years professional and technical experience in Information Systems and project management. Previous health care experience is required, preferably in multiple clinical and non-clinical departments. Prior experience with Document Management systems in an acute care setting is highly preferred. Previous experience with network communication standards and design experience is preferred. Demonstrated project management and implementation skills. Course work in project management and/or certification preferred.

License/Certifications
MCSE, OCSA System Administration certifications and/or PMP Project Management certifications are preferred.

Other Skills
Possesses a proven knowledge of monitoring and maintaining a production computer system. Possesses a proven understanding of multiple platform processing and integration design within a multi-system environment. Possesses PC skills and an understanding of commonly used software packages and emulation packages. Possesses an understanding of advanced networking and PC communication protocols. Possess excellent interpersonal skills. Has demonstrated excellent communication skills. Possesses strong analytical skills, with prior experience in visualizing, defining and providing specifications for interfaces. Valid driver’s license in the state of Washington (or has ability to secure such a license) and has access to a vehicle and automobile insurance. Has a track record of independently overseeing a production system and overseeing a project team. Requires little or no supervision. Possesses a solid knowledge of IT hardware and current network operating systems and infrastructure.

Physical Demands and Work Environment
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. While performing the duties of this job, the employee is regularly required to sit for long periods of time; when working in office. Repetitive tasks such as typing, sitting, answering phones, and interacting with computers and computer systems most of the day is a function of the position. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to focus. This position requires working in an indoor, environmentally controlled environment when in the office.Skagit Regional Health offers a comprehensive benefit package including medical, dental, vision, 457b/401a (retirement), long term disability, and paid time off to all employees holding an FTE of 20 or more hours per week. Eligible employees also receive sick time pay.

Salary : $40 - $60