Specialist, Electronic Health Records - Intellectual and Developmental Disabilities Services

Easterseals Southern California; Pasadena (CA); On-site; USD 56,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, & vision

401k program

Tuition reimbursement

Paid time off and holidays

Career growth

Job summary

Easterseals Southern California seeks a Specialist, Electronic Health Records to support the Director and VP of Adult Day Services in managing the ADS EHR system. The role emphasizes training, data quality, and system optimization across locations. Based in Glendora with flexibility for Santa Ana or other ADS sites.

The ideal candidate has 4+ years in Human Services or IDD-related roles, strong Microsoft Office and data analytics skills, and ability to travel locally. Bilingual Spanish is a plus.

Qualifications

• Requires experience using Therap EHR and progressive responsibility in Human Services or Adult Day Services.
• Experience in electronic health record management and user training.
• Lead or supervisory experience preferred (1 year).

Responsibilities

• Serve as the main EHR subject matter expert and administrator for ADS.
• Analyze data and ensure data quality, completeness, and accuracy.
• Develop training materials and conduct staff trainings on EHR usage.
• Coordinate system upgrades and vendor communications for EHR improvements.
• Attend EHR-related meetings and contribute to governance and process improvements.

Skills

Therap EHR

MS Office

Data analytics

Training staff

Driving

Spanish (bonus)

Education

Associate’s Degree in Health Services preferred

Tools

Therap EHR platform

Microsoft Teams

Job description

Easterseals Southern California transforms lives every day. For over a century, Easterseals has championed inclusion and independence—delivering essential services like early childhood programs, autism services, employment and independent living support to more than 29,000 people each year. Through advocacy and education, we break barriers and create opportunities for the one-in-four Americans with disabilities.

Position

Specialist, Electronic Health Records

Location

Based out of the Glendora location but can be seated in Santa Ana, or any other Adult Day location with proper space.

Hours

Full-time - Monday-Friday - 8:00 am - 4:00 pm

Pay

Hourly Starting Pay Rate: $27.40 per hour

Additional Information

• Seeking candidate with experience using Therap
• Preferred: minimum of 4 years of experience, with progressive responsibility performing duties related to Human Services, Adult Day Services, Intellectual and Developmental Disabilities Services (IDD), or any regional center funded service; and experience of electronic health record management and training of users
• Preferred: 1 year of which in a lead or supervisory capacity.
• This position requires strong technical skills with Microsoft Office, Teams, experience with reporting and data analytics is preferred. Driving required (mostly locally and we pay mileage reimbursement), must have a clean DMV record. Spanish speaking a plus.

Benefits

• We provide CPR/First Aid certification for Adult Day Services
• Excellent Monday through Friday work schedule. No weekends or evenings
• Full-time positions are eligible for medical, dental, & vision, 401k program, tuition reimbursement of up to $5,250 per year, student loan counseling program, 15 days of paid time off, 11 paid holidays, etc.
• We offer a career path providing room to grow!
• Great work culture & work/life balance

Overview of Position

Supports the Director of Adult Day Services (ADS) and Vice President ADS in the planning, design, implementation, operation, monitoring, and supervision of major functions of the ADS Electronic Health Records (EHR) management system. Works collaboratively with ADS leaders and all levels of ADS staff to ensure constant quality, consistency and operational effectiveness in the utilization of the EHR system across regions. Provides training, guidance, and responds to EHR related inquiries from ADS staff. Interacts with EHR vendor as required.

Essential Functions

• Supports the implementation and maintenance of a comprehensive electronic health records management software across ADS. Serves as the main subject matter expert for the EHR system in the role of a super user and administrator.
• Reviews and evaluates methods, and procedures on an ongoing basis to identify and resolve problems, and to enhance collection, completeness, quality and accuracy of data. Driving all efforts to ensure the highest level of efficiency in the utilization of the system, continuous quality assurance, standardization, and gap reduction between current and desired results.
• Assesses staff training needs with feedback to staff and Director of ADS. Conducts training and re-training of staff based on quality assurance findings, new health information processes, changes adopted in the EHR system, and system utilization reinforcement, as needed. Produces training materials as required.
• Produces reports and data abstractions on a regular basis and as required by Director ADS. Coordinates with vendor for system upgrades, testing, troubleshooting, system enhancements and other system improvement activities.
• Attends regular EHR related meetings and participates with leadership to evaluate current system operation and define initiatives to increase the effectiveness of procedures and processes across ADS; in alignment with the provision of innovative and high quality person centered services.
• Participates with leadership in the development of a long-range information governance strategy that addresses the following: Information Integrity and Quality; Information Design and Capture; Content and Records Management; Access, Security and Confidentiality; and Information Analysis, Use and Exchange.
• Other duties as assigned.

Education

Associate’s Degree in Health Services preferred.

Experience

• Minimum 4 years of experience, with progressive responsibility performing duties related to Human Services, Adult Day Services, Intellectual and Developmental Disabilities Services (IDD), or any regional center funded service; and experience of electronic health record management and training of users; preferably with at least one (1) year of which in a lead or supervisory capacity.
• Or the combination of sufficient education, training and work experience that would provide the required knowledge, skills, and abilities to perform the job successfully is qualifying.

Knowledge, Skills, Abilities

• Knowledge of principles and methods of manual and computerized Human Service systems and management of those systems.
• Knowledge of electronic health record processes; such as, record storage and retrieval, record retention, workflow, authentication and documentation standardization. Ability to establish and maintain various data collection, record keeping, tracking, filing and reporting systems.
• Ability to maintain current knowledge of local, state and federal laws and regulations regarding the management of EHR client information.
• Knowledge of disability services and person centered practices. Ability to acquire an understanding of organization and department policies and practices.
• Ability to assess the training needs of staff and develop appropriate training programs.
• Ability to prioritize and organize workload and be able to produce high-quality results with meticulous attention to detail; work independently, and as a team member, remain focused and flexible while shifting/changing priorities, heavy workload and tight deadlines.
• Ability to exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records and reports.
• Proficient in Microsoft Office (Word, Excel, Outlook), Windows-based applications, databases, internet usage, and Electronic Health Records (EHR) Software.
• Excellent organizational, problem solving, decision-making, and oral and written communication skills; able to communicate effectively and maintain customer-service orientation and professionalism with all levels of associates, stakeholders, and the general public.
• Ability to provide proof of required vaccinations or positive titer showing immunity. A signed declination may be acceptable for certain vaccinations; ability to pass a post-offer physical examination and a TB test.
• Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation per Easterseals of Southern California and/or program requirements.
• Ability to travel locally and work various hours and locations based on business needs; possess a California driver’s license, maintain driving record in compliance with Transportation Safety Standards; maintain auto insurance and vehicle registration.
• Ability to pass all drug testing required by ESSC.

Physical Demands

• Carrying/Lifting: Occasional / 0-30 lbs.
• Standing: Occasional / Up to 3 hours per day
• Sitting: Constant / Up to 8 hours per day
• Walking: Occasional / Up to 3 hours per day
• Repetitive Motion/Activity: Keyboard activity, telephone use, writing
• Visual Acuity: Ability to view computer monitor and read newsprint
• Travel: Up to 60% of time
• Environmental Exposure: None