Office Admin/EHR Support Specialist

Office Administration Tasks

• Enter and update pertinent information in databases to ensure all events are posted, records are current and accurate.
• Point person for Office based activities, such as DSP week and other office celebrations.
• Support general administrative coordination to help maintain smooth day-to-day office operations.
• Aid the VP of EHR Operations with EHR Support functions.

EHR / Therap Tasks

• Create and manage Therap profiles for newly enrolled individuals and discharge profiles for those who have left the program.
• Use Microsoft Outlook and Teams to share relevant information and communicate effectively with the team.
• Manage access permissions for staff in Therap and HRIS systems to ensure appropriate access levels.
• Enter Day Hab schedules into the Therap Attendance Module to maintain accurate attendance records.
• Upload and organize service documentation within the appropriate modules to ensure easy access and retrieval.
• Generate and review reports such as ISP Data deletion reports, CBPV, HES, SEMP reports, and billing reminders to ensure data accuracy and completeness.
• Review electronic records every three months to ensure they are audit-ready and compliant with regulations.

Competencies

• Office administration and coordination — Manages day-to-day office operations, including maintaining accurate records, coordinating events such as DSP Week and office celebrations, and ensuring smooth administrative workflows.
• Data entry and database management — Accurately enters, updates, and maintains information across multiple systems to ensure records are current, complete, and compliant with organizational standards.
• Event and staff engagement coordination — Plans and supports internal events and initiatives that promote staff engagement, teamwork, and organizational culture.
• Administrative support and executive assistance — Provides proactive administrative and operational support to leadership, including assisting the VP of EHR Operations with EHR-related functions and coordination tasks.
• EHR system administration (Therap proficiency) — Creates, maintains, and discharges individual profiles in Therap, ensuring accurate documentation and system integrity.
• User access and permissions management — Manages staff access levels within Therap and HRIS systems, ensuring appropriate permissions, security, and compliance with organizational policies.
• Scheduling and attendance tracking — Enters and maintains Day Hab schedules within the Therap Attendance Module to ensure accurate attendance documentation and reporting.
• Documentation management and organization — Uploads, categorizes, and maintains service documentation within appropriate systems to ensure accessibility, consistency, and audit readiness.
• Reporting and data analysis — Generates and reviews reports such as ISP Data deletion reports, CBPV, HES, SEMP, and billing reminders to identify discrepancies, ensure accuracy, and support operational decision-making.
• Compliance monitoring and audit readiness — Conducts quarterly reviews of electronic records to ensure compliance with regulatory standards and maintains continuous audit readiness.
• Internal communication and collaboration — Uses Microsoft Outlook and Teams to effectively communicate, share updates, and collaborate with cross-functional teams.
• Technical proficiency in administrative systems — Demonstrates strong working knowledge of Therap, HRIS systems, and Microsoft Office 365 to support efficient operations and reporting.
• Attention to detail and accuracy — Ensures high levels of precision in data entry, reporting, recordkeeping, and documentation management.
• Problem solving and process improvement — Identifies issues within administrative and EHR processes and implements practical solutions to improve efficiency and accuracy.
• Time management and prioritization — Effectively manages multiple responsibilities, deadlines, and competing priorities in a fast-paced environment.
• Professional integrity and confidentiality — Maintains strict confidentiality of sensitive participant and staff information while adhering to ethical and compliance standards.

Qualifications

• High School Diploma or equivalent required.
• Clerical experience and Therap preferred.

Pay

USD $24.00 - USD $24.00 /Hr.

Schedule

N/A