Electronic Health Records Application Specialist

The position requires being in the office 2-3 days a week.

The EHR Application Specialist provides essential support in maintaining, troubleshooting, and optimizing the Electronic Health Records System (EHRS) and associated systems. This is an entry-level position designed for individuals eager to develop a career in healthcare information systems. The role focuses on assisting senior IS staff in system configuration, workflow documentation, training support, and helpdesk triage, while building foundational knowledge in system analysis and health IT compliance.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Supports and promotes the mission of the Agency: Foothill Family empowers children and families on their journey to achieve personal success.
• Provides front-line end-user support for the Electronic Health Records System (EHRS), including:
  1. Basic system configuration and setup under supervision.
  2. Assistance with testing and deployment of updates or configuration changes.
• Assists in the creation, modification, and deactivation of user accounts and access permissions within the EHRS and related peripheral systems, following established security protocols and under the direction of senior staff.
• Receives, triages, and documents EHRS support requests from the help desk system.
• Tracks and records work and time in the help desk system with accuracy and detail.
• Assists senior analysts in maintaining and updating system documentation, workflows, and policies and procedures.
• Participates in user community activities, including testing sessions, trainings, and meetings to support consistent system use.
• Assists senior staff to develop and maintain workflow diagrams for troubleshooting and staff reference.
• Stays informed on EHRS system updates, enhancements, and best practices by reviewing release notes and manuals provided by senior analysts.
• Helps identify and implement workflow improvements based on user input and system behavior.
• Collaborates with departments such as Clinical Management, QI/QA, Billing, Intake, and Admissions to support ongoing operations.
• Assists in the development and delivery of user trainings and presentations, both in person and via electronic media.
• Communicates effectively and respectfully with a diverse user base, including clinicians, case managers, and front office staff.
• Provides services relating to the administration of public funds or benefits, including eligibility for public funds or public benefits
• Attends in-person meetings and events at various locations within the Los Angeles County and surrounding areas.
• Travels between Foothill Family sites for training, meetings, to provide user support and other in-person interactions.
• Displays sensitivity to the service population's cultural and socioeconomics characteristics.
• Performs work in a safe manner at all times and ensures employees are abiding by safety practices; takes action when employees put themselves or others at risk.
• Follows all policies, procedures, and legal mandates including HIPAA, client confidentiality, releases of information, protected health information (PHI) and client files.
• Ensures performance and behaviors support the Agency's performance quality improvement (PQI) goals and objectives.
• Reports to work on time and maintains reliable and regular attendance.
• Performs other duties as assigned.

POSITION REQUIREMENTS:

• Associate's degree in information systems or related field preferred; or equivalent combination of education, training, and experience.
• Some exposure to healthcare IT systems, support, or applications preferred but not required.
• Willingness to learn and develop expertise in EHRS configuration, system documentation, and support workflows.
• Experience or familiarity with Welligent or ChildPlus software is a plus.
• Basic understanding of IT systems, workflow documentation, and troubleshooting methodologies.
• Proficiency in standard desktop tools including Microsoft Excel, Word, Outlook, PowerPoint.
• Familiarity with Visio, SharePoint, and database concepts is a plus.
• Communication and Interpersonal Skills:
• Strong verbal and written communication skills.
• Customer service-focused with a professional, friendly demeanor.
• Able to follow direction and work collaboratively with staff and vendors.
• Detail-oriented with a willingness to learn problem-solving and root cause analysis techniques.
• Organized, dependable, and capable of handling multiple tasks in a fast-paced environment.
• Basic knowledge of HIPAA regulations and willingness to adhere to privacy, security, and compliance standards.
• Ability to work a flexible schedule and travel between sites as needed.
• Valid CA Driver's License and maintains insurability on the Agency's auto liability policy (including a minimum of 2 years driving experience after receiving license) and maintains the California state required auto insurance liability limits OR maintains reliable transportation to attend all appointments and meetings as required in the position.
• Provides services relating to the administration of public funds or benefits, including eligibility for public funds or public benefits.
• Must not be excluded, suspended, debarred or otherwise made ineligible on the Federal, State or County Sanctions lists.
• Required to work in the office 2-3 times per week.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.