Part-Time EHR Operations Specialist

Job Description

Job Description

Hourly Rate: $33.65 - $40.87 DOENew hires are typically brought into the role between the minimum and midpoint of the salary range, based on qualifications and experience. Placement above the midpoint is uncommon and generally reserved for internal candidates or individuals with highly specialized experience."Supportive. Flexible. Diverse. Passionate." These qualities are what team members love most about HopeSparks. Learn more here.Position SummaryThe EHR Operations Specialist supports the day-to-day operations of Children's Developmental Services (CDS) by maintaining and optimizing the Credible electronic health record system. This role supports a range of integrated CDS service delivery models (e.g., ESIT, allied health, and IECMH), each with distinct documentation, billing, and workflow requirements.The EHR Operations Specialist provides real-time support to CDS team members who rely on Credible for scheduling, documentation, and billing, ensuring workflows are efficient and issues are resolved quickly. As a core member of the CDS administrative team, this role partners closely with staff to align system functionality with program needs, while also collaborating with internal teams across the agency (e.g., Insurance Billing, Health Information Data Analyst, and Information Systems) to support coordinated and effective EHR operations.This role also communicates directly with the Credible platform/vendor as needed for issue resolution and system optimization, and stays informed of applicable Washington Administrative Code (WAC) and ESIT regulatory requirements, in coordination with program and compliance leads, to ensure system workflows remain compliant and aligned with program expectations.This position requires a collaborative, solution-oriented professional who enjoys working closely with team members and is comfortable developing creative and innovative approaches to system and workflow challenges.HopeSparks believes that a diverse workforce and inclusive workplace culture enhance our ability to fulfill our mission. We strive for equity and justice in the way people are treated and the opportunities they have to succeed by working to address racism, inequitable treatment, and other barriers to inclusion. We strongly encourage candidates from diverse backgrounds (including communities of color, the LGBTQIA+ community, veterans, and people with disabilities) to apply and join us in our work. Please see our Commitment to Diversity, Equity, and Inclusion on our website.Essential Duties & Responsibilities Support the effective use and ongoing optimization of the Credible EHR system across integrated CDS service delivery models (e.g., ESIT, allied health, and IECMH), in coordination with internal partners across the agency as needed.Real-Time Operational Support:Provide real-time support to CDS team members using Credible for scheduling, documentation, and billing across service delivery modelsTroubleshoot and resolve user issues quickly to minimize disruption to client care and service deliveryServe as a primary point of contact for EHR-related questions within CDSWorkflow & System Optimization:Maintain and optimize the Credible EHR system to support integrated CDS service delivery models with distinct documentation, billing, and workflow requirementsIdentify workflow inefficiencies and partner with staff to implement practical, user-centered solutionsBuild and modify forms, templates, and reports to align with CDS program needsTraining & Team Support:Support onboarding and ongoing training of CDS team members on EHR workflows and best practicesCommunicate system updates, changes, and enhancements clearly and consistentlyCollaboration & Integration:Collaborate closely with CDS administrative team and Office Manager to support day-to-day operationsPartner with team members across CDS service delivery models to understand needs and translate them into system improvementsWork in collaboration with internal partners outside of CDS-including the Insurance Billing team, Health Information Data Analyst (HIDA), and Information Systems team-to support system functionality, data integrity, and workflow alignment as neededCoordinate and communicate across teams to ensure consistency in EHR use and resolution of cross-functional issuesCommunicate with the Credible vendor as needed to support issue resolution, system updates, and workflow optimizationStay informed of applicable Washington Administrative Code (WAC) and ESIT regulatory requirements and partner with internal subject matter experts to ensure EHR workflows remain aligned and compliantData Quality & Compliance:Support data integrity, accuracy, and completeness within the EHRMaintain compliance with HIPAA and documentation standards in coordination with agency leadership and relevant internal teamsRequired QualificationsMinimum 2 years experience managing an Electronic Health Records systemExperience with SQLDemonstrated experience and success with problem-solving, technical project management, data flow & process mapping, software testing and documentation, technical writing, and systems analysisAdvanced knowledge of HIPAA regulations and best practices concerning electronic health records and systems for behavioral health & allied health, including SERI and DOH complianceAbility to successfully complete required training and/or certifications pertinent to software supportEffective written and verbal communication skills, including professional interaction with payers, external and internal partners.Commitment to HopeSparks' mission and values, including family-centered, equitable, and culturally responsive services.Must successfully pass required state and federal background checks.Preferred ExperienceExperience with Qualifacts/Credible EHRPrevious work experience with behavioral health/allied health/ESIT system administrationFamiliarity with ESIT/allied health/IECMH documentation, billing, and regulatory requirements (e.g., WAC)Experience working in environments with regulated service delivery and compliance considerationsJob ConditionsThis is a part-time, hourly non-exempt position scheduled for 20 hours per week. Work days and hours will be determined collaboratively based on program needs and individual availability, and must occur within standard business hours of Monday through Friday, 8:00 a.m. to 5:00 p.m.The schedule will prioritize the operational needs of Children's Developmental Services (CDS), including ensuring adequate coverage to support real-time EHR system use by staff.This position is based at the S. Union Office, with potential for limited flexibility as appropriate to support program operations. BenefitsHopeSparks offers full benefits to all team members working 30 or more hours per week. Benefits include medical, dental, vision, Life, Long Term Disability, 403b retirement, 9 paid holidays and generous PTO accrual. Soft Benefits that may also be available: Mentorship, interdisciplinary collaboration, professional development opportunities, closure weeks (additional time off), flexible hours/schedule, continuing education funds available.This position will adhere to all confidentiality guidelines as outlined by HIPAA and the Office of Civil Rights. This highest degree of confidentiality is required at all times. HopeSparks is an Equal Opportunity Employer and does not discriminate against any persons on the basis of race, color, creed, religion, national origin, gender, sexual orientation, age, marital status, disability, or status as a veteran.