Data Systems Manager

Department: EHR Support Job Status: Full-Time

FLSA Status: Exempt Reports to: Chief Operating Officer

Positions Supervised: BI/EHR Support Team Amount of Travel Required: Minimal

Work Schedule: Monday – Friday, 8:00 am – 5:00 pm

Position Summary

The Data Systems Manager is responsible for assisting the COO in overseeing data management, analytics, and process improvement efforts while ensuring the effective management of the organization’s Electronic Health Record (EHR) system. This role plays a critical part in optimizing data collection, analysis, and reporting to enhance decision-making, operational efficiency, and compliance with CCBHC (Certified Community Behavioral Health Center), grant, and other regulatory bodies.

This position oversees the configuration, functionality, and ongoing optimization of the EHR system to support clinical workflows, improve data integrity, and enhance user experience. The Data Systems Manager leads and supervises the Business Intelligence (BI)/EHR Support Team, ensuring effective system management, troubleshooting, and user support. This includes overseeing staff responsible for reporting, data analytics, and EHR configuration, as well as providing guidance on best practices for data integrity, compliance, and system enhancements.

The Data Systems Manager collaborates closely with clinical, IT, and administrative teams to align system capabilities with agency needs, ensure data-driven decision-making, and facilitate compliance with regulatory and funding requirements. Key responsibilities include managing reporting functions, ensuring data accuracy, leading EHR system enhancements, and providing training and support for system users. This role also fosters strong relationships with internal teams and community partners to advance agency initiatives and maintain a seamless integration of technology and service delivery.

The Data Systems Manager must be adaptable to evolving priorities, proactively addressing system challenges and opportunities while supporting and developing the BI/EHR Support Team to strengthen the agency’s data infrastructure and technological capabilities.

Essential Functions:

• Assists the COO with project implementation, including collecting, managing, and analyzing project data.
• Collaborates with internal and external stakeholders to optimize data systems and management.
• Collaborates with leadership and key stakeholders to identify, implement, and monitor policies and procedures related to data collection, management, and transmission.
• Ensures compliance with CCBHC, CMHC, SAMHSA, HIPAA, and other regulatory requirements through effective data governance.
• Serves as a Business Analyst, identifying opportunities for process and quality improvement in data systems and agency workflows.
• Serves as a Business Systems Analyst, implementing new tools or system enhancements by gathering requirements, designing solutions, and configuring tools.
• Leads the ongoing optimization and user support of the EHR system, ensuring usability, efficiency, and data integrity.
• Develops business intelligence reports, dashboards, and data analyses to support decision-making and operational improvement.

POSITION QUALIFICATIONS

Education/Licensure/Experience:

• Preferred: Master’s Degree in a healthcare or human services field with at least two years of direct patient care experience and utilizing an EHR quality tool.
• Minimum: Bachelor’s Degree and five years’ experience in project implementation, health information technology, or business intelligence (multiple disciplines preferred).
• Demonstrated experience assessing and creating solutions to complex business problems required. Direct experience successfully managing an EHR platform required.
• At least two years of direct report supervisory or management experience required.
• Familiarity of the Community Mental Health Care System in Kansas and an understanding of CCBHC and SAMHSA priorities preferred.
• Must successfully pass the KBI and DCF Central Registry background investigations and all applicable background checks.
• Must possess a valid driver’s license, a good driving record, current auto insurance and reliable transportation

Knowledge/Skills/Abilities:

• Strong project management skills
• Understanding of patient care and operations
• Effective communication (verbal and written) and relationship building
• Customer focused (internal and external)
• Strong analytical skills
• Excellent listening skills
• High accountability and reliability
• Trust and integrity
• Demonstrates adaptability/flexibility
• Developed time management skills
• Developed organizational skills
• Strong understanding of health information management, technology, data, databases, SQL query language and Business Intelligence platforms, proficiency in MS Office Suite with ability to learn other software programs as necessary.
• Attention to detail and accuracy in work
• Ability to collaborate and solve problems independently and as part of a team.
• Open to learning and accepting feedback
• Ability to maintain appropriate boundaries and confidentiality

PHYSICAL DEMANDS

N (Not Applicable) Activity is not applicable to this position.

O (Occasionally) Position requires this activity up to 33% of the time (0 – 2.5 hrs. /day)

F (Frequently) Position requires this activity from 33% - 66% of the time (2.5 – 5.5 hrs./day)

C (Constantly) Position requires this activity more than 66% of the time (5.5 hrs. /day)

Physical Demands Lift/Carry

Stand (F) 10 lbs. or less (F)

Walk (F) 11 – 20 lbs. (F)

Sit (F) 21 – 50 lbs. (O)

Manually Manipulate (O) 51 – 100 lbs. (O)

Reach Outward (O) Over 100 lbs. (N)

Reach Above Shoulder (O)

Climb (N) Push/Pull

Crawl (N) 12 lbs. or less (O)

Squat or Kneel (O) 26- 40 lbs. (O)

Bend (O) 41 – 100 lbs. (N)

Other Physical Requirements:

Prolonged periods sitting at a desk and working on a computer.

SUPERVISORY RESPONSIBILITIES

The Data Systems Manager is responsible for supervising and managing a team comprising the BI/EHR Support Team and others as assigned.

Key supervisory responsibilities include:

Team Leadership

• Provide clear direction and guidance to team members
• Set and communicate team goals and performance expectations
• Foster a positive and collaborative work environment

Performance Management

• Conduct regular performance evaluations
• Provide constructive feedback and coaching
• Identify areas for improvement and implement development plans

Resource Allocation

• Assign tasks and projects to team members based on skills and workload
• Manage team schedules and deadlines
• Ensure efficient use of resources and budget

Decision Making

• Make sound decisions regarding team operations and personnel matters
• Resolve conflicts and address issues within the team
• Contribute to departmental strategic planning

Communication

• Facilitate effective communication within the team and with other departments
• Conduct regular team meetings and one-on-one check-ins
• Report team progress and issues to upper management

Hiring and Training

• Participate in recruitment and selection of new team members
• Oversee onboarding and training of new employees
• Identify and coordinate ongoing training opportunities for team development

Compliance and Safety

• Ensure team adherence to company policies and procedures
• Maintain a safe work environment and enforce safety protocols
• Stay updated on relevant industry regulations and standards

Work Environment:

Minimal risk of exposure to aggressive and/or acting out (verbal and physical) children and youth.

Position requires long periods of sitting, continual use of the keyboard and personal computer and/or speaking on the telephone. Ability to perform duties as required in a fast-paced office environment.