Electronic Health Records (EHR) Operations Specialist

Hourly Rate: $33.65 - $40.87 DOE

New hires are typically brought into the role between the minimum and midpoint of the salary range, based on qualifications and experience. Placement above the midpoint is uncommon and generally reserved for internal candidates or individuals with highly specialized experience.

"Supportive. Flexible. Diverse. Passionate." These qualities are what team members love most about HopeSparks. Learn more here.

Position Summary

The EHR Operations Specialist supports the day-to-day operations of Children's Developmental Services (CDS) by maintaining and optimizing the Credible electronic health record system. This role supports a range of integrated CDS service delivery models (e.g., ESIT, allied health, and IECMH), each with distinct documentation, billing, and workflow requirements.

The EHR Operations Specialist provides real-time support to CDS team members who rely on Credible for scheduling, documentation, and billing, ensuring workflows are efficient and issues are resolved quickly. As a core member of the CDS administrative team, this role partners closely with staff to align system functionality with program needs, while also collaborating with internal teams across the agency (e.g., Insurance Billing, Health Information Data Analyst, and Information Systems) to support coordinated and effective EHR operations.

This role also communicates directly with the Credible platform/vendor as needed for issue resolution and system optimization, and stays informed of applicable Washington Administrative Code (WAC) and ESIT regulatory requirements, in coordination with program and compliance leads, to ensure system workflows remain compliant and aligned with program expectations.

This position requires a collaborative, solution-oriented professional who enjoys working closely with team members and is comfortable developing creative and innovative approaches to system and workflow challenges.

HopeSparks believes that a diverse workforce and inclusive workplace culture enhance our ability to fulfill our mission. We strive for equity and justice in the way people are treated and the opportunities they have to succeed by working to address racism, inequitable treatment, and other barriers to inclusion. We strongly encourage candidates from diverse backgrounds (including communities of color, the LGBTQIA+ community, veterans, and people with disabilities) to apply and join us in our work. Please see our Commitment to Diversity, Equity, and Inclusion on our website.

Essential Duties & Responsibilities

Support the effective use and ongoing optimization of the Credible EHR system across integrated CDS service delivery models (e.g., ESIT, allied health, and IECMH), in coordination with internal partners across the agency as needed.

Real-Time Operational Support:

• Provide real-time support to CDS team members using Credible for scheduling, documentation, and billing across service delivery models
• Troubleshoot and resolve user issues quickly to minimize disruption to client care and service delivery
• Serve as a primary point of contact for EHR-related questions within CDS

Workflow & System Optimization:

• Maintain and optimize the Credible EHR system to support integrated CDS service delivery models with distinct documentation, billing, and workflow requirements
• Identify workflow inefficiencies and partner with staff to implement practical, user-centered solutions
• Build and modify forms, templates, and reports to align with CDS program needs

Training & Team Support:

• Support onboarding and ongoing training of CDS team members on EHR workflows and best practices
• Communicate system updates, changes, and enhancements clearly and consistently

Collaboration & Integration:

• Collaborate closely with CDS administrative team and Office Manager to support day-to-day operations
• Partner with team members across CDS service delivery models to understand needs and translate them into system improvements
• Work in collaboration with internal partners outside of CDS-including the Insurance Billing team, Health Information Data Analyst (HIDA), and Information Systems team-to support system functionality, data integrity, and workflow alignment as needed
• Coordinate and communicate across teams to ensure consistency in EHR use and resolution of cross-functional issues
• Communicate with the Credible vendor as needed to support issue resolution, system updates, and workflow optimization
• Stay informed of applicable Washington Administrative Code (WAC) and ESIT regulatory requirements and partner with internal subject matter experts to ensure EHR workflows remain aligned and compliant

Data Quality & Compliance:

• Support data integrity, accuracy, and completeness within the EHR
• Maintain compliance with HIPAA and documentation standards in coordination with agency leadership and relevant internal teams

Required Qualifications

• Minimum 2 years experience managing an Electronic Health Records system
• Experience with SQL
• Demonstrated experience and success with problem-solving, technical project management, data flow & process mapping, software testing and documentation, technical writing, and systems analysis
• Advanced knowledge of HIPAA regulations and best practices concerning electronic health records and systems for behavioral health & allied health, including SERI and DOH compliance
• Ability to successfully complete required training and/or certifications pertinent to software support
• Effective written and verbal communication skills, including professional interaction with payers, external and internal partners.
• Commitment to HopeSparks' mission and values, including family-centered, equitable, and culturally responsive services.
• Must successfully pass required state and federal background checks.

Preferred Experience

• Experience with Qualifacts/Credible EHR
• Previous work experience with behavioral health/allied health/ESIT system administration
• Familiarity with ESIT/allied health/IECMH documentation, billing, and regulatory requirements (e.g., WAC)
• Experience working in environments with regulated service delivery and compliance considerations

Job Conditions

This is a part-time, hourly non-exempt position scheduled for 20 hours per week. Work days and hours will be determined collaboratively based on program needs and individual availability, and must occur within standard business hours of Monday through Friday, 8:00 a.m. to 5:00 p.m.

The schedule will prioritize the operational needs of Children's Developmental Services (CDS), including ensuring adequate coverage to support real-time EHR system use by staff.

This position is based at the S. Union Office, with potential for limited flexibility as appropriate to support program operations.

Benefits

HopeSparks offers full benefits to all team members working 30 or more hours per week. Benefits include medical, dental, vision, Life, Long Term Disability, 403b retirement, 9 paid holidays and generous PTO accrual. Soft Benefits that may also be available: Mentorship, interdisciplinary collaboration, professional development opportunities, closure weeks (additional time off), flexible hours/schedule, continuing education funds available.

This position will adhere to all confidentiality guidelines as outlined by HIPAA and the Office of Civil Rights. This highest degree of confidentiality is required at all times.

HopeSparks is an Equal Opportunity Employer and does not discriminate against any persons on the basis of race, color, creed, religion, national origin, gender, sexual orientation, age, marital status, disability, or status as a veteran.