Electronic Health Records (EHR) Systems Administrator

HopeSparks Family Services•Tacoma, WA

11h•$34 - $41•Onsite

About The Position

The EHR System Administrator 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 System Administrator 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.

Requirements

Minimum 2 years experience managing an Electronic Health Records system
Experience with SQL
Demonstrated experience and success with problem-solving, technical project management, data flow & process mapping, software testing and documentation, technical writing, and systems analysis
Advanced knowledge of HIPAA regulations and best practices concerning electronic health records and systems for behavioral health & allied health, including SERI and DOH compliance
Ability to successfully complete required training and/or certifications pertinent to software support
Effective 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.

Nice To Haves

Experience with Qualifacts/Credible EHR
Previous work experience with behavioral health/allied health/ESIT system administration
Familiarity with ESIT/allied health/IECMH documentation, billing, and regulatory requirements (e.g., WAC)
Experience working in environments with regulated service delivery and compliance considerations

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 models
Troubleshoot and resolve user issues quickly to minimize disruption to client care and service delivery
Serve as a primary point of contact for EHR-related questions within CDS
Workflow & System Optimization: Maintain and optimize the Credible EHR system to support integrated CDS service delivery models with distinct documentation, billing, and workflow requirements
Identify workflow inefficiencies and partner with staff to implement practical, user-centered solutions
Build and modify forms, templates, and reports to align with CDS program needs
Training & Team Support: Support onboarding and ongoing training of CDS team members on EHR workflows and best practices
Communicate system updates, changes, and enhancements clearly and consistently
Collaboration & Integration: Collaborate closely with CDS administrative team and Office Manager to support day-to-day operations
Partner with team members across CDS service delivery models to understand needs and translate them into system improvements
Work 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 needed
Coordinate and communicate across teams to ensure consistency in EHR use and resolution of cross-functional issues
Communicate with the Credible vendor as needed to support issue resolution, system updates, and workflow optimization
Stay 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 compliant
Data Quality & Compliance: Support data integrity, accuracy, and completeness within the EHR
Maintain compliance with HIPAA and documentation standards in coordination with agency leadership and relevant internal teams