Health Information Management Analyst

Job ID: 85422 Location: Santa Cruz Full/Part Time: Full Time Student Health Services at UC Santa Cruz (UCSC) is seeking a Health Information Management Analyst to support the management, accuracy, and confidentiality of student health records. This role is essential in ensuring compliance, efficient workflows, and high-quality service to our campus community. Benefits Medical, dental, and vision insurance plans UC Retirement Pension Plan Optional life, legal, and pet insurance Paid holidays, plus accrued vacation and sick leave Discounts at UCSC recreation facilities For details, please visit UCnet-Benefits. Job Summary Under the general direction of the Financial/Facility/Data Info Systems Supervisor, the Health Information Management Analyst has primary responsibility for the management of health information in paper and electronic forms created and maintained by Student Health Services, including both medical and mental health services. The incumbent provides oversight and serves as the lead within the SHS Medical Records Department. The Health Information Management Analyst utilizes knowledge of medical clinic operations to maintain the privacy, accessibility, and security of medical records, and is responsible for the facility-wide management of patient records and associated information in accordance with professional standards, legal requirements, and regulatory guidelines. The incumbent performs high-level analysis, specialization, and innovation to oversee medical records processes, with particular emphasis on designing and integrating software-based processes for data management. Functioning as an expert user of the Electronic Medical Records (EMR) system, the Health Information Management Analyst also supports SHS Clinical Information Systems and serves as a system administrator to perform software modifications and account management. Appointment Information Budgeted Salary: $79,200-$90,000 annually. Salary commensurate with skills, qualifications and experience. Benefits Level Eligibility: Full benefits Schedule Information Full-time, Fixed Percentage of Time: 100%, 40 Hours per Week Days of the Week: Mon-Fri Shift Includes: Day Job Duties 60% - Health Information Management Responsible for the overall management, supervision and maintenance of a system for collection, processing, storage, retrieval and distribution of patient medical records/medical data in accordance with the requirements of state and federal statutes and accreditation standards. Maintains expert knowledge of current standards and issues in health information management. Responsible for making access to medical records available to meet operational requirements of all clinical and patient support services, including mental health records generated by psychological and psychiatric services. Has primary responsibility for analyzing and responding to subpoenas, requests for release of information, and attorney requests that contain sensitive, confidential information, statistics, and other privileged data. Initiates appropriate actions to ensure that the privacy, security, and physical safety of medical records are maintained in accordance with University, state, and federal regulations. Responsible for management of protected health information, including participation in campus-wide and system-wide policy development and implementation of HIPAA compliance measures. Analyzes, develops, and implements policies, procedures, and systems for optimal functioning related to health information. Coordinates scanning, archiving, and retrieval of records from storage. Designs, configures, and maintains electronic systems for collecting and storing demographic and clinical information, such as consultations, notes, and laboratory results, into the medical record. Collaborates and consults regularly with Clinic staff and stakeholders as appropriate regarding HIM processes. Utilizes reports to monitor health information activity, such as unsigned notes, proper disposition of scanned documents, and role-based access. Conducts quarterly surveillance audits of staff access to ensure compliance with privacy and security in accordance with federal and state law and internal procedures. Ensures compliance with University and SHS policy and procedures. Promotes a professional atmosphere by monitoring work areas, solving problems, and reporting any deficits, as necessary. 20% - Information Systems Support & Administration Backs up the Clinical Information Systems Analyst as an expert user and system administrator of the Student Health Center Electronic Medical Record software system and associated information management systems. Monitors system status and performance daily, including servers, workstations, kiosks, printers, interfaces, and logs. Utilizes clinical and administrative knowledge to coordinate all aspects of implementation and support of the EMR. Assesses areas of need related to the EMR and health information practices. Evaluates, plans, and implements new features and upgrades. Participates in committees, task forces, meetings, and activities related to health information. Responds to requests for support from system users, troubleshoots, and resolves issues, interfacing with campus IT and vendor technical support as needed. Evaluates user requests for system access, and grants or revokes system access based on user roles. Provides end-user support to resolve issues with desktop support, logins, user access, application setup, and other clinical problems. Conducts or participates in user training, reinforces classroom education with one‑on‑one time with the end users, and assists with competency evaluation for EMR skills. Gathers data for and assists with departmental research as requested. Contributes to the development of policies and procedures related to health information technology and systems. 20% - Supervision Recruits, interviews, and selects HIM department staff. Provides training and support to department staff. Prepares/revises position descriptions. Writes and conducts performance evaluations; manages improvement plans and progressive discipline, using UCSC and Student Health Services departmental policy and procedure. Determines staff work schedules to optimize customer service to students, ensuring coverage of department needs for staff absences and vacations. Determines work assignments, monitors workloads and workflow, and adjusts assignments accordingly. Monitors work to ensure compliance with policy, procedure, and process. Leads in a manner that exemplifies excellent interpersonal communication and customer service. Conducts regular meetings with staff, regularly reporting to supervisor on meeting topics and outcomes. Recommends and provides access to required and optional training and professional development opportunities. Required Qualifications Working knowledge of electronic health record systems, data integrity standards, user workflows, and health data governance to support accurate, complete, and secure clinical documentation. Demonstrated expertise in EMR system administration and account management. High‑level analytical capacity to design, innovate, and implement software‑based clinical data management processes. Ability to organize, prioritize, and manage multiple operational responsibilities while maintaining a high level of accuracy and attention to detail in a confidential environment. Ability to handle sensitive and confidential information with discretion, exercise sound judgment, and apply privacy and security principles in varied situations. Ability to monitor data quality, conduct chart audits, analyze health information data, and prepare reports to support compliance, quality improvement, and operational decision‑making. Demonstrated supervisory skills sufficient to effectively train, schedule, monitor attendance, performance‑manage, and resolve conflict. Ability to work collaboratively with clinical, administrative, IT, and compliance stakeholders while providing responsive, service‑oriented support in a student‑centered healthcare environment. Ability to communicate clearly and effectively in writing with patients, colleagues, and staff members. Excellent listening skills with the ability to receive and give clear and concise information and communicate clearly and effectively with patients, colleagues, and staff members. Preferred Qualifications Bachelor's degree in health information administration or a related field, or 4 years of progressive experience in health information administration. Special Conditions of Employment Selected candidate will be required to pass a pre‑employment criminal history background check. Selected candidate must pass the employment misconduct disclosure process. Selected candidate will be required to take a TB test within 60 days of hire. Selected candidate will be required to complete training within established time frames as directed, including UC compliance training. Complete Health Insurance Portability and Accessibility (HIPAA) training within 30 days of hire. The selected candidate will be required to work all scheduled hours on‑site. Ability to maintain appearance and conduct suitable for working in a professional setting. Will be required to comply with current Student Health Center employee health safety requirements for health care workers as defined by state and federal regulatory agencies. The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program. Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse before commencing employment. CANRA Penal Codes and related definitions, requirements, and responsibilities may be obtained here. Exercise the utmost discretion in managing sensitive information learned in the course of performing duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non‑public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to individuals who have legitimate business need to know. Ensures that sensitive information is properly safeguarded. Follows all organizational policies and laws on data protection and privacy. Unauthorized or improper disclosure of confidential work‑related information is a violation of these expectations. Misconduct Disclosure Requirement As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer. “Misconduct” means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct: UC Sexual Violence and Sexual Harassment Policy UC Anti‑Discrimination Policy Abusive Conduct in the Workplace Safety Statement All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti‑Discrimination Policy. It is the policy of the University of California to undertake affirmative action and anti‑discrimination efforts, consistent with its obligations as a Federal and State contractor. #J-18808-Ljbffr University of California - Santa Cruz