Records and Implementation Specialist

The role of the Records and Implementation Specialist is pivotal in maintaining the integrity and efficiency of an organization's document management systems. This position is tasked with the implementation of electronic medical records (EMR) systems, which involves troubleshooting any issues that may arise and enhancing operational workflows. They take on the crucial responsibility of serving as the administrator for platforms like Therap, ensuring that each module is implemented correctly and complies with regulatory standards. Beyond this, the specialist ensures that all electronic platforms align with oversight requirements and the agency's specific needs. Additionally, they are responsible for implementing document management systems that facilitate the collection, archiving, access, sharing, and deletion of both electronic and physical records. By establishing protocols for filing electronic documents and developing database applications, the specialist ensures that the agency's programs are supported efficiently. Moreover, they coordinate activities such as scanning, indexing, and accessing documents while ensuring all procedures adhere to privacy and electronic security regulations, thereby safeguarding sensitive information.

POSITION RESPONSIBILITIES:

• Manages, organizes, and ensures the proper storage and security of program and service physical and electronic records, including purging outdated files, and addressing missing or misplaced records.
• Responsible for digitizing records, including converting physical documents into digital formats for preservation and accessibility.
• Assists with the organization of program and services physical records, ensuring a purge schedule to avoid excess physical records on-site and preservation of permanent records.
• Acts as the liaison with paper destruction vendor, including coordinating pick-up of purged records.
• Identifies and acquires new documents to maintain and archive as new programs and services are created.
• Facilitates all requests and receipt for program files. Tracks file movement and return.
• Identifies missing records and assists in seeking lost or misplaced data to restore the file to a full record as needed. If the missing files cannot be located, report that information to the Director of Quality Management/Corporate Compliance Officer, immediately.
• Assists in preparing and pulling records for audits, on-site surveys, and/or for other records requests.
• Maintains privacy and confidentiality for all individual related records.
• Creates and maintains the Archive Room file database.
• Facilitates the transition to digitizing the remaining paper documents the agency uses and ensures proper naming convention is assigned so they can be easily located.
• Provides direction to staff in the development and integration of methods and procedures related to the management and preservation of electronic records.
• Performs Provider Administration functions for platforms assigned, including but not limited to:
  • Understands and uses proposed platform to gain knowledge of functionality.
  • Applies relevant techniques and processes to ensure that data integrity, internal controls, and audit trails are maintained in all platforms.
  • Assists in the development and implementation of Policies and Procedures for platforms identified, at both departmental level and agency wide.
  • Managing and maintaining user accounts, including creating, activating, and/or deactivating accounts; ensuring data integrity and appropriate access privileges.
  • Ensuring individual enrollment into necessary programs.
  • Tracking user activity.
  • Managing provider preferences.
  • Creating and maintaining agency programs and sites.
  • Leads any new module and implementation processes for new applications release on Therap and/or the platforms identified, including but not limited to ensuring regulatory compliance within program modules, creating pilot groups, defining pilot criteria, and expected results.
  • Communicates project goals and objectives, project status, and deliverables to various Agency members.
  • Understands departments data/information needs and prepares compliance reports as required.
  • Ensures continuous quality management of platforms assigned by maintaining contact with outside agency users and representing the agency in public meetings and conferences to promote best practice.
  • Follows up on all open issues in the platforms assigned until they are resolved.
• Develops and implements various training programs for new employees, remedial training, and agency-wide/departmental sessions, including the creation of training materials such as guides and screenshots related to Therap, and other platforms assigned.
• Works closely with supervisor and Therap Customer Support to address regulatory changes and assists in developing and implementing policies and procedures for Therap at both the departmental and agency-wide levels.
• Co-Chairs Therap Roundtable as needed.
• Maintains professional growth and development through seminars, workshops, conferences, and professional affiliations to keep abreast of the latest trends, rules, regulations, and requirements in the area of job responsibilities.

Education and Experience

• • High School diploma with two years of related experience.

Skills, Knowledge, and Abilities

• Good oral and written communication skills.
• Working knowledge of Microsoft Word, PowerPoint, and Excel.
• Knowledge of office procedures and equipment
• Must be detail orientated and possess solid organizational skills.
• Confidential use of records.
• Ability to communicate effectively with individuals at all levels within and outside of the organization.
• Knowledge of, or ability to learn agency programs.
• Ability to complete all necessary paperwork and reporting in a timely manner.
• Flexibility, reliability, and the ability to work non-traditional hours as needed.
• Practical understanding of various technologies and ability to navigate various software platforms.
• Ability to analyze and document work processes and workflows.
• Excellent project management skills, including the ability to coordinate multiple projects, work independently and meet deadlines.
• Ability to develop and implement training curricula for adult learners.

Physical and Mental Requirements:

• • Exercising independent judgment, concentrating, thinking, communicating, interacting with others, managing multiple tasks, and coping with stressful situations and deadlines.
  • Staying awake and alert while on duty.
  • Moderate physical activity of lifting and moving files of up to 35 pounds.
  • Seeing, hearing, walking, sitting, standing, and driving.

Working Conditions:

• May need to work outside normal business hours for meetings, trainings, or orientations in limited circumstances.
• A willingness to travel to conferences/trainings is essential.
• Local travel required approximately 25% of the time. Use of personal vehicle required.

Community Services for Every1 has supported the people of our community for over 30 years. Those with intellectual and developmental disabilities, and those who are simply in need. Every day, our efforts support over 2,000 individuals of all abilities, across counties. We are here for Western New Yorkers – all of them.

Helping those in need takes very special people. And those people are the lifeblood of Community Services for Every1. They’re employees who thrive on helping and who have a passion for connecting. Who can form lifelong bonds with the people they support and make the biggest difference in the lives of fellow Western New Yorkers.

Just as we empower those we serve, we strive to empower each other. We support our colleagues through challenges and we collaborate to find the best solutions – and we work hard to help each other grow. Community Services for Every1 offers competitive starting pay based on directly related experience, generous time off, excellent benefits plans and an opportunity to grow!