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Assistant Manager, Electronic Health Record

Hope Services· Mental Health Services – Clinical Services Team
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San Jose, CA$8.3kFull-timePosted 1mo ago

About the role

This position is responsible for the configuration, integrity, and daily operation of Hope Services' Netsmart Avatar EHR and its supporting databases and reports, including project management, end user training, form modeling, ticket management, SQL and report development, billing error correction, and staff support.

Responsibilities

  • EHR system administration. Updates, upgrades, and release testing; user provisioning and role-based access; defect tracking and escalation to vendor support.
  • EHR form modeling. Build and modify all Avatar forms — field logic, validation, workflow routing — from clinical and program requirements, with testing before release.
  • SQL and database engineering. T-SQL development, stored procedures, query tuning, ETL and data warehouse services on SQL Server; query and maintain InterSystems IRIS.
  • Billing error correction. Daily monitoring and correction of Avatar billing errors; fix root causes in configuration rather than repeat manual corrections.
  • Month-end billing. Own accuracy, reconciliation, and on-time submission of month-end billing and payer claim files; track denials with Finance.
  • Reporting. Create and modify all Crystal Reports used with Avatar; maintain and migrate legacy Access reports; build management dashboards and advanced Excel analysis.
  • Data quality and controls. Design checks, reconciliations, and exception reporting that assure quality of data and services to internal and external customers.
  • Audit and regulatory reporting. Prepare data, extracts, and system walkthroughs for annual, payer, and accreditation audits; produce required state and funder reporting.
  • Staff support and training. Escalation point for EHR and software issues; deliver training, quick guides, and a super-user program after each release.
  • Connectivity. Manage database connectivity across the counseling center network — ODBC, client installs, remote access — and maintain test environments.
  • Documentation and change control. Maintain data dictionary, report specs, and SOPs; follow request-test-approve-release with a rollback plan for every production change.
  • Communication and customer service. Communicate clearly with clinical, finance, and executive audiences; observe, evaluate, and document accurately.
  • Independence and teamwork. Work independently and on a team; relate appropriately to persons served and their families; represent the department in community settings on request.
  • Program knowledge. Working knowledge of rehabilitation service models, program development, and governing legislation and regulations.
  • Management fundamentals. Familiarity with supervision, planning, fiscal management, fair employment practices, safety, health, and client rights; able to cover for the EHR Manager.
  • Other duties as assigned.

Qualifications

  • Bachelor's degree in Information Systems, Health Informatics, or related field plus four years of supervisory experience working with people with disabilities in a rehabilitation environment, or an approved equivalent combination of experience and education.

Skills

Required:EHR administration and managementSQL and database engineeringBilling and revenue cycle knowledgeReporting toolsData governance and qualityPrivacy and securityProject management and requirements gathering
Nice to have:scripting and version control
Last updated Oct 21, 2026. Interested? Apply on the company site.

About Hope Services

Developmental Disabilities Programs San Jose Bay Area | Hope Services

Hope Services provides assistance to individuals with developmental disabilities and their families through donation supported programs and advocacy.

Developmental DisabilitiesAdvocacyDonation supportCommunity Services
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