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Program Operation Specialist
University of Washington Medicine

Location: Seattle, Washington
Work Setting: Ambulatory Care, Hospital, Physician Office, Other
Job Function:
Job Type:


Are you looking for something out of the ordinary? UW Medicine Department of Enterprise Records and Health Information as an exciting job opening! This newly created position will allow you to learn about information governance in a real-world setting. We are seeking an motivated, independent problem solver who wants to learn and grow. Someone with experience in a clinical setting is strongly desired.

Apply today for this one-of-a-kind opportunity!

Job Description

The PROGRAM OPERATIONS SPECIALIST – Enterprise Records and Health Information, is responsible for planning and implementing quantifiable business solutions for managing the integrity of healthcare records and content, in collaboration with UW Medicine ITS and content users.  This involves researching and implementing best practices that enable a shift from paper intensive processes and systems to electronic systems, including UW Medicine’s multiple heath information systems and related secondary systems.  This position is responsible for ensuring UW Medicine digital assets are managed, accessible, retained and/or destroyed in keeping with retention requirements and incorporating information governance principles such as accountability, integrity and accessibility in the workflow.

This position is responsible for promoting and implementing information governance strategies related to electronic public records, including health records, and ensures that the requirements of RCW 40.14 (the preservation and disposition of public records) and WAC 434.662 (the preservation of electronic records) are implemented throughout UW Medicine.

This position facilitates decisions, develops consensus, and collaborates with UW Medicine Stakeholders regarding the use of electronic health records, and the development and documentation of processes that will ensure the content of electronic health records is authentic, accurate, and reliable.  This includes developing solutions for ensuring digitized images from clinics and outside sources are ingested in an efficient and accurate manner, and preventing unnecessary retention of duplicate or redundant content.

The position actively collaborates with HIM, clinic staff, ITS and others in promoting an information governance approach to the management and disposition of records in UW Medicine’s EHR’s and in developing enterprise wide communication strategies, standards and metrics related to the ingestion of content with the goal of creating efficiencies and content integrity.

The position promotes compliance with information governance, records retention requirements and legally defensible destruction of records in accordance with State approved records retention schedules, which reduces the liability and risk to UW Medicine.

The position’s responsibilities include the legal requirement to accurately identify and manage UW Medicine’s electronic records as business assets, and in particular to recommend and provide solutions to managing the ingestion of long term digital content in UW Medicine’s EHR’s.  The position’s duties will decrease risk in the release of medical records (ROI) and therefore decrease risk to the University and UW Medicine.  The development of enterprise standards and training will also decrease the risk to the University, will directly impact patient care and promote the goal of UW Medicine to keep patients first.

The position is also responsible for ensuring that the management of UW Medicine’s digital assets, and in particular, the electronic health records, is in keeping with State and University initiatives and programs related to enterprise content management and paper records reduction (HB 2287).

Acts as subject matter expert on the use of systems and processes, such as RightFax, for the accurate and reliable ingestion of digital content into the electronic health record.  Provides outreach related to information governance and other departmental activities and goals, including planning and implementing communication and training opportunities for clinical and other stakeholders.  Creates online, in person, and other training resources related to content integrity initiatives that support adherence to professional standards and forms governance.   Develops and delivers training to clinic staff who request support in document type assignment for scanning medical and other related records.  Establishes and maintains regular communications with clinical partners on content integrity.  Collaborates with IT and other teams communicating with clinical stakeholders n order to streamline enterprise communications.

Plans and develops content mapping documentation related to electronic health records, including the legal medical record and designated records sets.  Collaborates with stakeholders on standards that support content mapping.  Assists with the conversion to one electronic health record by incorporating information governance strategies and collaborations with clinical transformation teams.  Maps locations of all files generated in the care of patients.

Provides support and expertise to other projects as assigned, utilizing process improvement methodologies (such as LEAN and Six Sigma) and project management practices and principles.  Develops workflow documentation utilizing Visio and other applications.  Collaborates with other teams in ERC and ERHI to find efficiencies. Develops and publishes metrics and reports that track activity related to quantifiable process improvements.  Supports clinics with workflow advice related to digitized information in the EHR.

Represents information governance and content integrity principle at enterprise meetings such as RSSC, Ambulatory  Care PSS/PCC meetings, ITS facilities committee meetings, project intake meetings and other.  Will need to travel to most UW Medicine Responds to questions from UW Medicine employees regarding information governance and electronic health care records content and integrity.   Performs additional duties as assigned.

Required Qualifications


Bachelor’s Degree in Health Information Management or Healthcare Informatics or related field

2-3 years experience:

Knowledge and experience implementing projects; understanding of laws and accreditations governing healthcare

Knowledge of HIPAA and HITECH; knowledge and experience in the health care field; knowledge of medical terminology

Strong interpersonal skills, with the ability to communicate effectively in person and in writing

Competent in MS Office suite, advanced user of Excel and Visio

Ability to build consensus and work collaboratively

Ability to meet deadlines under pressure in a high volume environment

Ability to maintain confidentiality

Equivalent experience or education may be substituted for stated requirements.


Ability to lift 40 pounds

Valid WA state drivers license

Preferred Qualifications


Experience using Epic or Cerner EHR

Experience with ambulatory care or inpatient workflows

Education Qualifications

See above.

Instructions for Resume Submission

Apply online at the link to UW Hires. Search on Req# 160180.

Apply Online:

Posted: October 21, 2018 at 6:42 PM
Post ID: 31990

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