Program Specialist V

Job Description:

Under the supervision of the Planning and Development Program Manager, the Program Specialist V: Electronic Health Record (EHR) Administrator will assist in streamlining the Case Management Investigation System (CMIS) application which provides DSHS (Department of State Health Services) services for clinicians, case managers, support staff, and patients. The system components are twofold: a centralized data storage system, and a patient portal. The EHR Administrator will serve as the lead for all CMIS implementation and will collaborate with all EHR regional administrators. Specific duties include providing ongoing direction, training, and technical assistance on the use of the system post-implementation; Diagnosing, troubleshooting, evaluating, and/or escalating user problems and providing customer service support to resolve issues. Works under limited supervision with considerable latitude for demonstrating initiative and independent judgment. Actively participates and/or serves in a supporting role to meet the agency's obligations for continuity of operation during public health emergency response and recovery. Must comply with HHS, DSHS, and Texas Department of Public Safety applicable policies/procedures/standards. Must be able to independently travel throughout the State of Texas to complete essential job functions. This position is office-based, Monday - Friday, 8:00am to 5:00pm. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.

EHR COORDINATION: Performs technical oversight, training, research, planning, program assessment and administrative activities related to the implementation of the DSHS Electronic Health Records (EHR) system in the PHR. During the system design, development, and implementation phases, serves as the primary point of contact for the DSHS EHR Project Manager on regional inputs and assignments related to the DSHS EHR project. Oversees distribution of project information, tracks assignment statuses, and produces project status reports. Following system deployment (expected July ), serves as the regional subject matter expert on the implementation and ongoing operational use by staff and patients of the DSHS EHR. (30%)

EHR TECHNICAL ASSISTANCE: During the system design, development, and implementation phases, performs analyses of operations in preparation for the migration from regional documentation into legacy systems to documentation in the DSHS EHR. Identifies potential migration risks and prepares reports to outline findings and make recommendations for mitigation. Following system deployment, receives, analyzes and triages tickets related to any regional program staff issues in integrating the DSHS EHR into their operations and workflows. Maintains up-to-date and accurate ticket status and documentation for projects and escalated tickets and takes steps at the regional level to address process issues which impact high levels of unresolved issues. Builds and maintains strong working relationships with the central office DSHS EHR Coordinator to ensure the timely and effective escalation of tickets and with regional leadership, managers and team members to meet EHR operational needs. (25%)

EHR PRACTICES AND TRAINING: Participates in the development of statewide procedures, standards, and manuals related to the use of the DSHS EHR. Conducts training and provides guidance to regional staff on the use of the DSHS EHR. Markets the DSHS EHR to regional staff and garners support for its implementation across the PHR. Consults with regional leadership to resolve barriers to successful implementation and ongoing DSHS EHR use, identify training needs and develops resources to meet these needs. Recommends approaches to regional and central office leadership to promote the effective use of the system. (25%)

EHR EVALUATION AND REPORTING: Analyzes DSHS EHR performance data to help ensure PHR staff compliance with system policies and procedures, statutes, and rules; and recommends corrective action(s) as needed. Analyzes regional and statewide processes and variations in the use of the EHR across PHR programs and develops action plans to improve system implementation. Prepares administrative reports and studies and performs specialized research projects on the PHR’s use of the DSHS EHR. Collects, organizes, analyzes, and/or prepares materials in response to DSHS EHR implementation or system-use data requests for their PHR. (15%)

REGIONAL SUPPORT AND DISASTER RESPONSE/RECOVERY: Participates in regional assignments/duties/special initiatives. Being required to work other than normal business hours in order to respond to public health emergencies. May require an alternate shift pattern assignment and/or location. Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response/recovery/Continuity of Operations activation- requires completion of at least Incident Command System ,, and courses. Maintains compliance with DSHS Policy, Fleet Operations and Management & Procedures and Standards, and a current valid Texas Driver's License. (5%)

Knowledge Skills Abilities:
List the knowledge, skills, and abilities critical to performance in this position:

KNOWLEDGE OF: Principals and practices of health information management, public administration and management. Project management and prioritizing multiple project deliverables, work processes, and timelines. Local, state and federal laws and regulations relevant to Electronic Health Records, Health Insurance Portability and Accountability Act (HIPAA). Needs related to comprehensive clinical documentation standards with knowledge of electronic health record application. Understanding of system architecture, infrastructure, integration, and databases. Utilities and software and hardware setup and install practices. Database design and data management concepts and models.

SKILL IN: Analyzing and evaluating complex program policy and operations issues. Assessing the learning needs of and training adult learners on technical concepts and systems. Developing and evaluating guidance and procedures, to assess risk and develop contingency plans; and to make recommendations and decisions. Project management techniques. Use of Electronic Health Records. Use of standard office equipment and software including Microsoft Office Suite. Leading staff work processes, setting priorities, and monitoring progress. Working with remote employee setups and environments helpful. Trouble shooting and communication skills used for both implementation and support of the HIM applications. Maintaining the EHR system’s integrity and performance.

ABILITY TO: Comprehend workflow and integration of electronic applications into the current hybrid environment. Serve as an agency spokesperson in matters related to project management and operations. Analyze and solve problems and make decision that will impact overall business operations. Organize and develop work plans, coordinate administrative assignments, and adhere to strict deadlines. Interact in a professional manner and present to DSHS senior executive and regional leadership, stakeholders including local health entities, healthcare providers and technical staff. Plan, assign and track completion of the work of others, and influence others to perform required tasks related to EHR use. Communicate effectively in written and oral form and be polite, courteous and discreet. Adapt easily to changing conditions and work responsibilities. Work comfortably with people of widely different styles, educational levels and technical knowledge and skill levels. Think strategically and creatively to develop workable solutions to complex problems. Work independently within the context of role expectations and responsibilities. Provide own personal transportation.

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