Electronic Health Record Database Administrator

Job Description

Job Description

In Person- Full Time/ Exempt Position
Starting Wage: $36.63-$41.71

Job Summary
The Electronic Health Record (myEvolv and Harmony) Systems Administrator is a strategic professional position responsible for the strategic administration, configuration, optimization, maintenance, and continuous improvement of the Department's enterprise Electronic Health Record (EHR) systems. The incumbent serves as the Department's primary administrator and functional leader for Netsmart myEvolv and the legacy Harmony application, ensuring these systems effectively support clinical services, case management, fiscal operations, quality assurance, regulatory compliance, and organizational performance.

This position functions at the intersection of information technology, business operations, quality improvement, fiscal management, and human services program administration. Unlike a traditional information technology support position, the Systems Administrator partners directly with executive leadership, division managers, supervisors, fiscal staff, Information Technology, software vendors, and state agencies to ensure the Department's electronic systems continuously evolve to meet changing operational, regulatory, and strategic needs.

The incumbent is responsible for administering system configuration, electronic documentation, user security, workflow automation, reporting, analytics, interfaces, software implementation, vendor coordination, system testing, data governance, and organizational change management. Through collaboration with leadership and program staff, the position identifies opportunities to streamline business processes, improve documentation quality, enhance productivity, strengthen compliance, optimize reimbursement, and leverage technology to improve service delivery across all Human Services programs.

The Systems Administrator serves as the Department's primary resource for translating operational and regulatory requirements into effective electronic solutions. This includes evaluating business processes, recommending technology enhancements, designing electronic workflows, developing reporting and performance measures, and implementing system improvements that support evidence-based decision making and continuous organizational improvement.
Working independently with considerable professional judgment, the incumbent exercises significant responsibility in evaluating complex operational challenges, balancing competing priorities, and implementing technology solutions that directly influence service quality, fiscal accountability, documentation standards, and regulatory compliance. Decisions made by this position have department-wide implications affecting operational efficiency, Medicaid reimbursement, financial reporting, state reporting requirements, audit readiness, data integrity, and the quality of services provided to individuals and families receiving Human Services.
The position also serves as the Department's liaison to Netsmart, County Information Technology, state agencies, contracted providers, and other external stakeholders regarding system administration, software enhancements, data exchanges, security, regulatory requirements, and technology initiatives. The incumbent leads system implementations, software upgrades, testing efforts, workflow redesign, and enterprise technology projects while promoting best practices, user adoption, and continuous improvement throughout the organization.

Success in this role requires advanced technical knowledge, exceptional analytical and problem-solving abilities, strong project management skills, effective communication, and a comprehensive understanding of Human Services operations, electronic health records, Medicaid reimbursement, regulatory compliance, and organizational change management. The position is expected to provide strategic leadership that maximizes the Department's investment in technology while supporting Ozaukee County's mission of delivering high-quality, efficient, and innovative Human Services to the community.

Essential Functions and Responsibilities
The following identifies the primary duties and responsibilities assigned to this position. Duties are intended to describe the general nature and level of work performed and are not intended to be an exhaustive list of all responsibilities. The employee is expected to exercise considerable independent judgment, initiative, and professional discretion in carrying out these responsibilities while ensuring compliance with federal, state, county, and departmental policies and regulations. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodation to be qualified for the position. Other duties may be required and assigned.

40% – Enterprise Electronic Health Record Administration and System Management
The Electronic Health Record (myEvolv and Harmony) Systems Administrator serves as the Department's primary administrator and subject matter expert for the Netsmart myEvolv Electronic Health Record (EHR) system and the legacy Harmony application. Responsibilities include enterprise system administration, configuration, optimization, maintenance, and strategic oversight of departmental electronic information systems.

1. Administers, configures, maintains, and optimizes the Netsmart myEvolv Electronic Health Record system.
2. Maintains legacy Harmony applications to support historical records, reporting, audits, and ongoing operational needs.
3. Configures user accounts, security roles, permissions, organizational structures, and role-based access controls.
4. Develops and maintains electronic documentation templates, assessments, treatment plans, progress notes, and clinical workflows.
5. Configures electronic forms, alerts, reminders, business rules, service codes, billing tables, and automated workflows.
6. Performs advanced system configuration to support evolving departmental business requirements.
7. Coordinates software upgrades, patches, hot fixes, releases, and system enhancements.
8. Develops testing plans and validates system functionality prior to implementation.
9. Maintains production, testing, and training environments.
10. Identifies, analyzes, and resolves complex application issues affecting system performance or user functionality.
11. Serves as primary liaison between the Department and Netsmart regarding system support and enhancement requests.
12. Coordinates software issue resolution with County Information Technology and external vendors.
13. Evaluates new software modules and recommends implementation opportunities.
14. Develops and maintains technical documentation related to system configuration and administration.
15. Maintains system configuration standards and change management documentation.
16. Coordinates implementation of new functionality supporting departmental initiatives.
17. Monitors system performance and recommends improvements.
18. Ensures business continuity through backup validation, disaster recovery planning, and contingency procedures.
19. Supports enterprise application integrations with county and state systems.
20. Evaluates emerging technologies and industry best practices to improve department operations.
21. Participates in strategic technology planning.
22. Maintains detailed records of system modifications and configuration changes.
23. Coordinates user acceptance testing for software enhancements.
24. Develops implementation timelines and deployment strategies.
25. Performs other enterprise system administration activities as required.

20% – Reporting, Analytics, Business Intelligence, and Data Management
The Systems Administrator develops and supports enterprise reporting and business intelligence solutions that assist leadership in making informed operational, financial, and strategic decisions.

1. Designs and develops operational dashboards and executive reports.
2. Creates and maintains SQL queries supporting operational and fiscal reporting.
3. Develops Crystal Reports, SQL Server Reporting Services (SSRS), Power BI dashboards, and other analytical tools as appropriate.
4. Produces recurring operational, clinical, fiscal, and management reports.
5. Supports state and federal reporting requirements.
6. Assists with Medicaid reporting and reimbursement documentation.
7. Monitors departmental performance indicators and key performance measures.
8. Develops automated reporting solutions.
9. Validates report accuracy and data integrity.
10. Performs data analysis to identify operational trends and opportunities for improvement.
11. Assists leadership with forecasting, workload analysis, and resource planning.
12. Supports quality assurance initiatives through data analysis.
13. Develops custom reports supporting accreditation, audits, and program evaluations.
14. Coordinates data extraction requests.
15. Assists leadership with Board reports and strategic planning initiatives.

15% – Security, Compliance, Data Governance, and Regulatory Support
The Systems Administrator ensures the Electronic Health Record environment complies with applicable federal, state, county, contractual, and regulatory requirements while promoting sound data governance practices.

1. Administers user security and access management.
2. Maintains compliance with HIPAA Privacy and Security Rules.
3. Supports compliance with 42 CFR Part 2 confidentiality requirements.
4. Supports compliance with Wisconsin DHS regulations, Medicaid requirements, and applicable federal regulations.
5. Performs periodic user access reviews.
6. Conducts security and documentation audits.
7. Monitors data integrity and documentation quality.
8. Develops and maintains EHR administrative policies and procedures.
9. Coordinates corrective actions resulting from audit findings.
10. Supports external auditors and regulatory reviewers.
11. Maintains documentation supporting security standards.
12. Recommends improvements to data governance practices.

10% – Workflow Optimization, Business Process Improvement, and System Design
The Systems Administrator partners with department leadership to improve operational effectiveness through workflow redesign, automation, and technology optimization.

1. Analyzes existing departmental workflows.
2. Identifies opportunities to improve efficiency through automation.
3. Designs electronic workflows supporting departmental business processes.
4. Collaborates with program managers to redesign documentation processes.
5. Eliminates duplicate data entry where feasible.
6. Evaluates business process improvements utilizing system functionality.
7. Develops electronic forms supporting operational efficiencies.
8. Implements workflow improvements following leadership approval.

5% – Training, Organizational Change Management, and Customer Support
The Systems Administrator promotes effective system utilization through training, consultation, communication, and user support.

1. Develops training curricula and instructional materials.
2. Conducts new employee and advanced user training.
3. Serves as the department's primary resource for advanced application support.
4. Develops user guides, standard operating procedures, and reference materials.
5. Coordinates communication regarding software updates and enhancements.
6. Provides consultation to supervisors and managers regarding system functionality.
7. Mentors departmental super users.
8. Supports organizational change management initiatives.

5% – Project Management, Vendor Relations, and Strategic Technology Leadership
The Systems Administrator leads enterprise technology initiatives supporting departmental strategic objectives.

1. Leads implementation of new software modules and technology initiatives.