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.

Job 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and ensures the proper storage and security of program and service physical and electronic records, including purging outdated files, and addressing missing or misplaced records.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 receipts 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.