What are the responsibilities and job description for the Operations Training Specialist position at Alcona Health Center?
Location: Lincoln (Flexible Southern Site Location)
Established in 1978, Alcona Health Center (AHC) is a non-profit, Federally Qualified Health Center dedicated to making a lasting impact in the Northern MI communities we serve, offering medical, behavioral health, dental and pharmacy services. As a member of the AHC family, you will join a team of over 300 coworkers, all devoted to providing quality health care to all residents of our communities, regardless of their ability to pay.
Your Valued Contributions:
The Operations Training Specialist (OTS) works to enhance employee skills, productivity, and overall performance by providing comprehensive and effective training on Alcona Health Center’s Electronic Medical Record and integrated systems to all end users. They act as a dedicated system resource and mentor. The OTS models patient service excellence and enforces the mission of AHC during all mentorship opportunities. The OTS serves as a bridge to understanding operational workflows and the configuration of systems through collaboration with the Operations and Health Information teams.
1. Trains staff, in coordination with site and department managers, on Electronic Health Record (EHR) system and Practice Management (PM) procedures.
a. Provides initial training on the EMR system primarily to non-clinical staff positions across departments including operations and population health.
b. Follows-up with trained staff to ensure proper use of the system and provides ongoing training on the EMR system as needed.
c. Enforces use of the established Health Information ticket system and may act as a liaison, providing daily support to EMR application users through troubleshooting, coaching, and consulting in the EMR or general procedures.
d. Collaborates with the HI Department on supporting materials for EMR procedures, including but not limited to workflows, presentations, hand-outs, videos, training aids, paper, and web-based systems documentation in conjunction with organization policies and procedures and ensures adherence to the appropriate workflow approval process.
e. Develops and implements guidelines and schedules for the training of staff.
f. Under the direction of the Operations Coordinator, in collaboration with the HI Department, identifies issues with, will contribute to developing and maintaining workflows and documentation both for the EMR and PM functions according to the workflow approval process. Documentation includes the writing of new and revised procedures to support the workflows. Prepares, plans, and works with the operations team to roll out new workflow and educate end users.
g. Assess and troubleshoot user-reported problems in a timely manner; decide which issues need to be elevated to Health Information and/or Information Systems.
h. Trains end users on the documentation of key metrics such as Uniform Data System (UDS) measures.
i. Maintains all appropriate documentation and reports, competencies, and incident reports.
2. Trains staff in service excellence, service recovery, phone etiquette, communication including de-escalation strategies for the best possible patient experience.
3. Is considered a champion of HIPAA and Privacy ensuring that all training includes a focus on HIPAA, including the Security and Privacy Rules, compliance.
a. Ensures that training strategies and content support HIPAA and AHC privacy, security, and confidentiality policy and procedure compliance, and ensures that staff understand how to perform their job duties in a compliant way.
b. Can recognize a HIPAA (Security and Privacy Rule) or AHC Privacy/Security/Confidentiality Policy and Procedure concern and escalate as needed according to AHC policy.
4. Assess training needs: Use competency checklists, surveys, interviews, and consultations to determine what training is needed
5. Design and create training materials: Create manuals, online learning modules, and other course materials
6. Deliver training: Use a variety of instructional techniques to teach employees
7. Evaluate training programs: Use assessments, surveys, and feedback to measure the effectiveness of training
8. Perform administrative tasks: Schedule classes, monitor costs, and coordinate enrollment
9. Ensure compliance: Make sure training projects comply with regulations and standards
10. Acts as systems resource for the health center.
a. Contributes to daily operations and suggests changes or improvements to department leads as needed.
b. Conduct observations of users in their work environment, works with Site Managers to identify areas for improvement and suggestions to help users get back on track.
c. Troubleshoots internal EMR issues raised by ACH staff and reports all issues to the Health Information department with supporting documentation of any troubleshooting already conducted.
d. Exhibits a high level of demonstrated knowledge in policies and procedures for health center positions.
11. Attends job related in-service, meetings, and training to maintain professional and technical knowledge as directed.
12. Develops and maintains positive relationships with the end user base, management, and training team colleagues.
13. Follow current COVID-19 guidance from applicable agencies as it pertains to the role.
14. Exercise discretion and strict confidentiality with all information including sensitive personal information and medical information, while performing all duties within HIPAA regulations.
15. Consistently adheres to organization rules, regulations, and policies, including the AHC Code of Conduct and Compliance policies.
16. Attendance
a. Ensures attendance and hours worked are accurately recorded.
b. Effectively manages paid vacation and sick leave.
c. Responsible for regular, predictable attendance and working hours as scheduled.
17. Accepts and performs other job-related duties, projects, and responsibilities, as required.
- Possesses a current Basic Cardiac Life Support (BCLS) CPR (or obtain within six months of starting employment.
- Possesses the ability to secure transportation to allow for reliable and timely work attendance, including when business is required to be conducted at sites other than your primary worksite.
- Microsoft Office and Microsoft Word.
- Ability to use the Electronic Health Records system effectively.
Supporting Balance: As a part of our family, you will work full time (40 hours/week) with a base starting wage dependent on education and experience. Numerous holidays, generous vacation time and sick days are also offered.
Supporting Your Health: Low deductible Medical, Rx, Vision & Dental insurance at a minimal cost for employees, as well as professional courtesy within our clinics.
Supporting Your Future: Retirement Savings Plan, FSA, Life, AD&D, & Short/Long Term Disability Insurance.
Supporting Your Education: Continuing Education Assistance program. Employment with AHC may also qualify you for student loan forgiveness under the Public Service Loan Forgiveness program.
Ready To Get Started?
Only applications through our Careers page at www.alconahealthcenters.org/careers/ will be accepted.
Resumes and cover letters are accepted and welcomed in addition to your completed application.
Questions can be sent to pschaedig@alconahc.org
Fighting Against Discrimination:
Alcona Health Center is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: Alcona Health Center is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Alcona Health Center are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Alcona Health Center will not tolerate discrimination or harassment based on any of these characteristics. Alcona Health Center encourages applicants of all ages.
Upon request auxiliary aids and services will be made available to individuals with disabilities. Michigan Relay Center “Voice and TTY/TDD” 1-800-649-3777. An EOE.
