Job description

Volunteers of America National Services- is seeking a Medical Records System Administrator to join our team! Schedule: M-F 8:00 AM-5:00 PM • Fully Remote Salary: $63,000-$80,000 (Based on experience) Benefit Highlights: • 403(b) Retirement Plan • Career scholarships; • Continuing career education and leadership programs; • Dental and Vision Insurance • Paid Time Off (Vacation, Holiday & Sick Days) About the Job: The Medical Records System Administrator is responsible for the effective management, optimization, and user support of the PCC electronic health record system across Volunteers of America National Services skilled nursing and assisted living facilities in Colorado, Florida, Minnesota, and Virginia. This role ensures that PCC workflows align with clinical, operational, financial, and regulatory requirements while providing training, troubleshooting, and data management support. The Medical Records Systems Administrator serves as the primary manager of the system, proactively engaging with stakeholders to assess needs, implement system enhancements, and ensure seamless communication regarding changes, updates, and best practices. This role is critical in enhancing system efficiency, regulatory compliance, and quality of care within the organization through structured stakeholder engagement, responsive issue resolution, and a commitment to continuous improvement. Essentials: System Administration and Optimization: • Serve as the primary system manager and subject matter expert for PointClickCare (PCC), ensuring the system is optimized for clinical, operational, and financial workflows. • Configure and manage system workflows, templates, and settings to align with organizational needs and best practices. • Follow EMR system change control procedures for any modifications throughout the product lifecycle, including notifying stakeholders and coordinating testing after updates. • Oversee system upgrades, patches, and new feature implementation, coordinating with IT as needed. • Ensure data integrity and standardization across all PCC modules in use. • Oversee the PCC Document Manger module, including document organization, template management, access controls, and workflow optimization to ensure efficient and compliant documentation across all facilities. User Support and Training: • Provide training and ongoing user support to staff at all levels (clinical, administrative, finance, leadership) on PCC functionalities, workflows, and best practices. • Develop and maintain clear, user-friendly procedures, guides, and reference materials to ensure the correct and consistent use of PCC across all facilities. • Serve as the primary point of contact for workflow and process-related PCC inquiries, troubleshoot non-technical issues, and escalate technical issues as needed. • Facilitate onboarding and refresher training for staff, tailoring education to job roles and specific system function to ensure proper and efficient PCC usage. Process Improvement and Workflow Optimization: • Collaborate with clinical, operational, and financial teams to ensure PCC workflows support efficiency, compliance, and quality improvement. • Identify process inefficiencies and develop enhancements to improve documentation accuracy, regulatory compliance, and ease of use. • Ensure PCC is configured to support regulatory requirements and survey readiness. • Work with stakeholders to ensure standardized documentation practices across facilities. Compliance and Regulatory Support: • Ensure that PCC workflows and documentation meet CMS, state, and internal compliance requirements across skilled nursing and assisted living. • Monitor documentation practices within PCC to support survey readiness and audit preparedness. • Educate teams on proper documentation practices to maintain compliance with regulatory and payor requirements. • Assist in responding to surveyor and auditor requests by providing reports and supporting documentation. Data Management and Reporting: • Assist in accurately collecting, recording, and managing data for various reports and databases for internal and external stakeholders. • Generate and analyze PCC reports and dashboards to support decision-making, compliance, and performance tracking. • Validate and ensure the quality of data for reports on clinical quality, compliance, billing, and operational performance. • Assist leadership in leveraging PCC for survey readiness, audit support, and regulatory compliance. Interdepartmental Coordination and System Integration Support: • Partner with clinical, finance, operational, IT, and quality teams to optimize PCC functionality, • Act as the primary liaison between end-users, IT, and PCC vendor support to ensure system enhancements meet business needs. • Assist with implementing and optimizing PCC modules to maximize system benefits and efficiency. Issue Resolution and Change Management: • Identify, troubleshoot, and resolve EMR issues, determining and documenting the root causes and escalating incidents as necessary. • Track and monitor recurring system issues, working with IT and PCC support to ensure timely resolution. • Document and implement system modifications based on operational needs, ensuring compliance with change control procedures. • Proactively test and validate updates or changes in PCC before deploying to ensure smooth integration and minimal disruption to operations. • Support change management efforts when new PCC features or updates are introduced, ensuring a smooth transition for users. Stakeholder Communication and Responsiveness: • Ensure proactive communication with stakeholders before making system changes, assessing operational impacts, and gathering feedback to minimize disruptions. • Regularly engage with key users (clinical, finance, operations, and quality teams) to understand their needs, concerns, and opportunities for system improvements. • Use structured communication channels (e.g., scheduled updates, structured meetings, tracking tools, etc.) to keep teams informed of system changes, updates, and best practices. • Actively solicit and incorporate end-user feedback to enhance PCC functionality and usability. • Respond to inquiries and support requests in a timely manner, ensuring users feel heard and supported. • Coordinate with leadership before finalizing significant system modifications to ensure alignment with organizational goals and operational workflows. Actively participate as an engaged member of the Performance Excellence team. Coordinating with the team, support the achievement of organizational objectives. • Maintain the stability and reputation of Volunteers of America National Services by ensuring all activities and operations are performed in compliance with local, State, and Federal laws, regulations, and contractual requirements, and adheres to organizational policies. • Is responsible for adherence to program cultural standards, including supporting through modeling, coaching, and accountability. • Protect privacy and maintain confidentiality of all company procedures, results, and information about employees, residents, and families. • Participate in continuing education classes and any required staff and training meetings. Maintains professional affiliations and any required certifications. • Act within the scope of his or her authority to practice. • Follow all Volunteers of America National Services policies and procedures and Occupational Safety and Health Administration (OSHA) safety guidelines. • Perform other duties as required or requested. Required Qualifications: Strong ability to create, build, and maintain productive relationships at all levels. Education: Bachelor’s degree in Healthcare Administration, Health Informatics, Information Systems, or related field preferred. An equivalent combination of education and experience may be considered for candidates that have a strong background in long-term care operations, EMR/EHR systems, or PointClickCare administration. Experience: Minimum of five (5) years’ experience in healthcare system administration, health information management, or related field with a strong emphasis on EMR/EHR systems. At least three (3) years of direct experience administering PointClickCare (PCC), including configuring system workflows, managing documentation templates, optimizing PCC modules, troubleshooting issues, and training users. Skills and Knowledge: • Extensive PointClickCare (PCC) system administration knowledge, including clinical, financial, and document management modules. • Strong understanding of long-term and assisted living workflows, including regulatory and compliance requirements. • Ability to troubleshoot system issues, identify root causes, and coordinate resolution. • Skilled in developing user-friendly training materials, SOPs, and best practice guides for system users. • Experience in data management, reporting, and analytics, with ability to generate insights from PCC data. • Knowledge of EMR system change control procedures to ensure structured updates and testing. • Strong project management skills to oversee system enhancements, training initiatives, and workflow improvements. • Excellent verbal and written communication skills with the ability to engage stakeholders and explain technical concepts in an accessible way. • Ability to lead training sessions and provide ongoing user support for staff with varying levels of technical proficiency. • Proficiency in Microsoft Office Suite, especially Excel for data analysis and reporting. • Strong problem-solving and critical-thinking skills, with the ability to anticipate and proactively address challenges. • Ability to manage multiple priorities and meet deadlines in a fast-paced healthcare environment. • Commitment to continuous learning and system optimization to align with industry best practices and regulatory changes. • Must have integrity and practice objective problem-solving. • Skilled at establishing and maintaining effective working relationships and working collaboratively with a diverse, multidisciplinary team. • Able and willing to work flexible hours, such as during staff challenges and emergency situations. Preferred Qualifications: Certifications: EMR administration certification preferred but not required (e.g., CPHIMS, CEHRS, RHIA, etc.) At VOANS, we celebrate sharing, encouraging and embracing diversity. Equal employment opportunities are available to all without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, parental status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. We believe that blending individual strengths and unique personal differences nurtures and supports our organizations’ shared commitment to our mission and creates an inclusive and diverse environment where everyone feels valued and has the opportunity to do their personal best

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