Electronic Health Records (EHR) Manager

Job Details
Level
Experienced
Job Location
Los Angeles, CA
Position Type
Full Time
Education Level
Bachelors Degree
Salary Range
$93,796.35 - $140,672.90 Salary/year
Travel Percentage
Local Travel Site to Site
Job Shift
Day
Job Category
Management
Description
The Electronic Health Records Manager (EHRM) is responsible for the management of various enterprise applications/solutions with a primary focus on the Electronic Health Records and related systems ("the EHR"). The EHRM serves as liaison with external vendors and internal support teams for the components of the EHR system and manages the implementation of new applications. The EHRM develops and implements strategy related to utilization and optimization of the EHR and serves as the functional expert in the reporting capabilities of these systems. The EHRM leads operational and clinical workflow development, as well as system upgrades, maintenance and optimization activities. The EHRM develops partnerships and collaborates with senior leaders and others to identify optimization and efficiency opportunities in all aspects of the EHR to minimize work around solutions and errors.
The EHRM leads a team of EHR Site Specialists who provide training and direct support for the EHR systems to health center operations, clinical, nursing, business services and other staff to optimize the integration and use of these systems in all phases of production. Additionally, the EHRM is responsible for personnel functions including hiring, counseling, and coaching staff; delivering performance appraisals; developing performance improvement plans and disciplinary actions as needed; training staff to be proficient in the use of the EHR and assuring compliance with all policies, procedures, laws and regulations.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

1. Supports and implements the organization's vision, mission and values.
2. Determines priorities and method of completing daily workload to ensure that all responsibilities are carried out in a timely manner.
3. Performs all job functions in a professional and courteous manner. This includes answering all general phone calls timely and providing excellent customer service to internal and external customers.
4. Supervises personnel to include screening, interviewing, hiring, disciplining and terminating. Guides, directs, disciplines, coaches and motivates staff regarding work performance, problem solving and decision making to ensure staff meets work standards. Conducts all aspects of supervision in a professional, consistent and objective manner.
5. Completes introductory and annual performance reviews on or before the due date(s).
6. Performs job duties independently and exercises good judgment.
7. Fosters and promotes a culture of service excellence and accountability.
8. Establishes and maintains good rapport and appropriate intradepartmental relationships with providers and staff to create an amiable atmosphere in the work environment. Provides leadership by utilizing good communication skills and encouraging open communication.
9. Leads a team to provide direct support to health center operations, clinical, nursing, business services and others to facilitate the adoption and optimal use of the EHR.
10. Partners and collaborates with leadership and users to identify opportunities for added EHR efficiencies in health center operations, clinical practice support and billing services, resulting in improved health outcomes.
11. Practices good financial stewardship by maximizing revenue and minimizing expenses. Responsible for meeting budgeted expenses including managing overtime and vendor cost management through vendor and statement of work (SOW) cost analysis, review, and recommendation.
12. Manages member-managed system setup such as the provider master file, security, fee schedules and preference list.
13. Ensures compliance with federal, state and local regulations and all safety requirements (e.g. OSHA) and other regulatory agencies.
14. Provides continuous error queue monitoring and in consultation with other managers and directors , develops error mitigation plans and recommends corrections and/or optimization plans.
15. Develops professional working relationships with directors and managers to identify and resolve significant issues/concerns impacting the achievement of GCH organizational goals, and escalates as necessary.
16. Actively and constructively participates in workgroups and committees supporting best practice guidelines and processes including activities and data evaluation for Patient Centered Medical Home (PCMH), access standards, Healthcare Effectiveness Data and Information Set (HEDIS), Pay for Performance (P4P), clinical operational workflows, and audit-readiness for National Committee Quality Assurance (NCQA) recognition and other regulatory agencies, ensuring standards are met or exceeded.
17. Trains health center staff to utilize practice analysis to track health center progress in achieving managed care contract requirements and goals.
18. Leads the development of documentation and maintenance of workflows for the EHR and provides oversight of the training schedules, agendas, and role-specific course materials, job aids and post training competency testing as they relate to the EHR systems.
19. Leads team of EHR Site Specialists and is responsible monitoring training programs to ensure end-user competency. Continuously monitors the EHR Site Specialists' activity to deliver effective EHR training and support.
20. Meaningfully participates in OCHIN workgroups and user meetings, recommending system optimization strategies. Gains information about future releases and leads implementation of new EHR systems features and upgrades.
21. Conducts regular staff meetings to discuss safety issues, compliance issues, customer service, organizational changes, staff development and training. Attends internal and external meetings as required.
22. Uses discretion and judgment in handling sensitive or confidential information. Answers all employee and client inquiries in a timely and courteous manner. Listens and responds to employee disputes and understands which decisions can be made alone and which need to involve others.
23. Complies with organizational policies and procedures.
24. Performs all other duties as assigned.
25. Must be willing and able to work at all locations as needed to meet patient care needs.
26. Must be willing and able to work all business hours including evenings and weekends

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION/EXPERIENCE:

1. Bachelor's degree from four-year college/university in computer science, business administration, or operations management required. Advanced degree in a related area, preferred.
2. Three years of progressive supervisory/management experience required.
3. EHR/Practice Management implementation, go-live, data reporting, and report development and interpretation experience required.
4. EPIC certification, required, multiple EHR certifications preferred.
5. Two years EHR implementation project management experience, required, project management certified preferred.
6. Understanding of professional billing, coding, managed care practices/principles, payer reimbursement methodologies, and managed care requirements/strategies, preferred.
7. Valid California Driver's License and active automobile insurance required.

LANGUAGE SKILLS:
Ability to read and interpret documents, such as policies and procedures, benefits information, benefit surveys, board minutes, routine mail, simple contracts, and procedure manuals. Ability to compose routine reports and correspondence. Ability to speak effectively with employees, visitors and management.
MATHEMATICAL SKILLS:
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, and the ability to apply concepts of basic algebra and geometry.
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to apply common sense to daily situations that arise. Ability to make decisions and execute timely to produce positive outcomes.
OTHER SKILLS AND ABILITIES:

1. Demonstrates ability and flexibility to work in other areas of the organization as needed.
2. Adheres to company's policies and procedures.
3. Demonstrates required knowledge, skills, education for job functions.
4. Demonstrates knowledge of current compliance standards for federal, state and local regulatory agencies.
5. Maintains and promotes a safe work environment.
6. Demonstrates excellent communication skills, both oral and written.
7. Demonstrates high proficiency in computer applications such as Microsoft Excel, Power Point, Word and Outlook.
8. Displays positive outlook on the job and promotes professional behavior always.
9. Leadership skills to provide direction to the staff and inspire others.
10. Excellent communication and strong interpersonal skills including the ability to persuade and quickly gain credibility individually and in group settings.
11. Ability to manage time efficiently and follow through on duties to completion.
12. Excellent organizational skills, ability to work independently, and constructively manage frequent changes, delays, or unexpected events.
13. Demonstrates a broad knowledge of and competency in project management and process improvement functions including process flow analysis and optimization application.
14. Demonstrates experience in adult learning methodology and/or instructional design.

PHYSICAL DEMANDS:
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel and reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance, stoop, kneel, crouch or sit. The employee must frequently lift and/or move up to 10 pounds and occasionally life and/or move up to 30 pounds. The employee is occasionally required to ascend and descend one flight of stairs. Specific vision abilities required by the job include close vision, color vision, and ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is often low. However, there are many times when there is a high ambient background noise of phones and multiple conversations. Must be able to screen out the background noise to concentrate on the work at hand.