Electronic Health Record Database Administrator

In Person- Full Time/ Exempt Position
Starting Wage: $36.63-$41.71

Job Summary
The Electronic Health Record (myEvolv and Harmony) Systems Administrator is a strategic professional position responsible for the strategic administration, configuration, optimization, maintenance, and continuous improvement of the Department's enterprise Electronic Health Record (EHR) systems. The incumbent serves as the Department's primary administrator and functional leader for Netsmart myEvolv and the legacy Harmony application, ensuring these systems effectively support clinical services, case management, fiscal operations, quality assurance, regulatory compliance, and organizational performance.

This position functions at the intersection of information technology, business operations, quality improvement, fiscal management, and human services program administration. Unlike a traditional information technology support position, the Systems Administrator partners directly with executive leadership, division managers, supervisors, fiscal staff, Information Technology, software vendors, and state agencies to ensure the Department's electronic systems continuously evolve to meet changing operational, regulatory, and strategic needs.

The incumbent is responsible for administering system configuration, electronic documentation, user security, workflow automation, reporting, analytics, interfaces, software implementation, vendor coordination, system testing, data governance, and organizational change management. Through collaboration with leadership and program staff, the position identifies opportunities to streamline business processes, improve documentation quality, enhance productivity, strengthen compliance, optimize reimbursement, and leverage technology to improve service delivery across all Human Services programs.

The Systems Administrator serves as the Department's primary resource for translating operational and regulatory requirements into effective electronic solutions. This includes evaluating business processes, recommending technology enhancements, designing electronic workflows, developing reporting and performance measures, and implementing system improvements that support evidence-based decision making and continuous organizational improvement.
Working independently with considerable professional judgment, the incumbent exercises significant responsibility in evaluating complex operational challenges, balancing competing priorities, and implementing technology solutions that directly influence service quality, fiscal accountability, documentation standards, and regulatory compliance. Decisions made by this position have department-wide implications affecting operational efficiency, Medicaid reimbursement, financial reporting, state reporting requirements, audit readiness, data integrity, and the quality of services provided to individuals and families receiving Human Services.
The position also serves as the Department's liaison to Netsmart, County Information Technology, state agencies, contracted providers, and other external stakeholders regarding system administration, software enhancements, data exchanges, security, regulatory requirements, and technology initiatives. The incumbent leads system implementations, software upgrades, testing efforts, workflow redesign, and enterprise technology projects while promoting best practices, user adoption, and continuous improvement throughout the organization.

Success in this role requires advanced technical knowledge, exceptional analytical and problem-solving abilities, strong project management skills, effective communication, and a comprehensive understanding of Human Services operations, electronic health records, Medicaid reimbursement, regulatory compliance, and organizational change management. The position is expected to provide strategic leadership that maximizes the Department's investment in technology while supporting Ozaukee County's mission of delivering high-quality, efficient, and innovative Human Services to the community.


Essential Functions and Responsibilities
The following identifies the primary duties and responsibilities assigned to this position. Duties are intended to describe the general nature and level of work performed and are not intended to be an exhaustive list of all responsibilities. The employee is expected to exercise considerable independent judgment, initiative, and professional discretion in carrying out these responsibilities while ensuring compliance with federal, state, county, and departmental policies and regulations. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodation to be qualified for the position.  Other duties may be required and assigned.

40% – Enterprise Electronic Health Record Administration and System Management
The Electronic Health Record (myEvolv and Harmony) Systems Administrator serves as the Department's primary administrator and subject matter expert for the Netsmart myEvolv Electronic Health Record (EHR) system and the legacy Harmony application. Responsibilities include enterprise system administration, configuration, optimization, maintenance, and strategic oversight of departmental electronic information systems.

1. Administers, configures, maintains, and optimizes the Netsmart myEvolv Electronic Health Record system.
2. Maintains legacy Harmony applications to support historical records, reporting, audits, and ongoing operational needs.
3. Configures user accounts, security roles, permissions, organizational structures, and role-based access controls.
4. Develops and maintains electronic documentation templates, assessments, treatment plans, progress notes, and clinical workflows.
5. Configures electronic forms, alerts, reminders, business rules, service codes, billing tables, and automated workflows.
6. Performs advanced system configuration to support evolving departmental business requirements.
7. Coordinates software upgrades, patches, hot fixes, releases, and system enhancements.
8. Develops testing plans and validates system functionality prior to implementation.
9. Maintains production, testing, and training environments.
10. Identifies, analyzes, and resolves complex application issues affecting system performance or user functionality.
11. Serves as primary liaison between the Department and Netsmart regarding system support and enhancement requests.
12. Coordinates software issue resolution with County Information Technology and external vendors.
13. Evaluates new software modules and recommends implementation opportunities.
14. Develops and maintains technical documentation related to system configuration and administration.
15. Maintains system configuration standards and change management documentation.
16. Coordinates implementation of new functionality supporting departmental initiatives.
17. Monitors system performance and recommends improvements.
18. Ensures business continuity through backup validation, disaster recovery planning, and contingency procedures.
19. Supports enterprise application integrations with county and state systems.
20. Evaluates emerging technologies and industry best practices to improve department operations.
21. Participates in strategic technology planning.
22. Maintains detailed records of system modifications and configuration changes.
23. Coordinates user acceptance testing for software enhancements.
24. Develops implementation timelines and deployment strategies.
25. Performs other enterprise system administration activities as required.

20% – Reporting, Analytics, Business Intelligence, and Data Management
The Systems Administrator develops and supports enterprise reporting and business intelligence solutions that assist leadership in making informed operational, financial, and strategic decisions.

1. Designs and develops operational dashboards and executive reports.
2. Creates and maintains SQL queries supporting operational and fiscal reporting.
3. Develops Crystal Reports, SQL Server Reporting Services (SSRS), Power BI dashboards, and other analytical tools as appropriate.
4. Produces recurring operational, clinical, fiscal, and management reports.
5. Supports state and federal reporting requirements.
6. Assists with Medicaid reporting and reimbursement documentation.
7. Monitors departmental performance indicators and key performance measures.
8. Develops automated reporting solutions.
9. Validates report accuracy and data integrity.
10. Performs data analysis to identify operational trends and opportunities for improvement.
11. Assists leadership with forecasting, workload analysis, and resource planning.
12. Supports quality assurance initiatives through data analysis.
13. Develops custom reports supporting accreditation, audits, and program evaluations.
14. Coordinates data extraction requests.
15. Assists leadership with Board reports and strategic planning initiatives.

15% – Security, Compliance, Data Governance, and Regulatory Support
The Systems Administrator ensures the Electronic Health Record environment complies with applicable federal, state, county, contractual, and regulatory requirements while promoting sound data governance practices.

1. Administers user security and access management.
2. Maintains compliance with HIPAA Privacy and Security Rules.
3. Supports compliance with 42 CFR Part 2 confidentiality requirements.
4. Supports compliance with Wisconsin DHS regulations, Medicaid requirements, and applicable federal regulations.
5. Performs periodic user access reviews.
6. Conducts security and documentation audits.
7. Monitors data integrity and documentation quality.
8. Develops and maintains EHR administrative policies and procedures.
9. Coordinates corrective actions resulting from audit findings.
10. Supports external auditors and regulatory reviewers.
11. Maintains documentation supporting security standards.
12. Recommends improvements to data governance practices.

10% – Workflow Optimization, Business Process Improvement, and System Design
The Systems Administrator partners with department leadership to improve operational effectiveness through workflow redesign, automation, and technology optimization.

1. Analyzes existing departmental workflows.
2. Identifies opportunities to improve efficiency through automation.
3. Designs electronic workflows supporting departmental business processes.
4. Collaborates with program managers to redesign documentation processes.
5. Eliminates duplicate data entry where feasible.
6. Evaluates business process improvements utilizing system functionality.
7. Develops electronic forms supporting operational efficiencies.
8. Implements workflow improvements following leadership approval.

5% – Training, Organizational Change Management, and Customer Support
The Systems Administrator promotes effective system utilization through training, consultation, communication, and user support.

1. Develops training curricula and instructional materials.
2. Conducts new employee and advanced user training.
3. Serves as the department's primary resource for advanced application support.
4. Develops user guides, standard operating procedures, and reference materials.
5. Coordinates communication regarding software updates and enhancements.
6. Provides consultation to supervisors and managers regarding system functionality.
7. Mentors departmental super users.
8. Supports organizational change management initiatives.

5% – Project Management, Vendor Relations, and Strategic Technology Leadership
The Systems Administrator leads enterprise technology initiatives supporting departmental strategic objectives.

1. Leads implementation of new software modules and technology initiatives.
2. Coordinates project planning, timelines, testing, and implementation activities.
3. Facilitates project meetings and implementation workgroups.
4. Serves as project manager for assigned EHR initiatives.
5. Coordinates vendor relationships and service agreements.
6. Evaluates vendor performance and recommends contract improvements.
7. Participates in countywide technology committees and strategic planning efforts.
8. Advises leadership regarding technology investments and future system enhancements.

5% – Other Duties

1. Maintains professional knowledge through continuing education, conferences, user groups, and professional organizations.
2. Assists with emergency operations and continuity of government activities as assigned.
3. Participates on departmental, countywide, regional, and state committees as assigned.
4. Performs other duties, projects, and responsibilities as assigned by the Fiscal Operations and Strategic Services Manager or Human Services Director.

Supervision Exercised

This position does not have direct supervisory responsibility. Although this position does not exercise formal supervisory authority, it serves as the Department's functional lead and recognized subject matter expert for the Electronic Health Record (EHR) systems. The incumbent provides technical leadership, consultation, coaching, and guidance to department staff, supervisors, managers, contracted providers, and community partners regarding system functionality, documentation standards, reporting, workflow design, security, and regulatory compliance.

The Systems Administrator routinely leads cross-functional implementation teams, software testing initiatives, workflow redesign projects, system optimization efforts, and enterprise technology initiatives involving multiple Human Services divisions. The position coordinates project activities, establishes implementation schedules, facilitates stakeholder meetings, identifies project risks, monitors progress, and communicates recommendations to leadership.


Minimum Education Qualifications

Education and/or Experience Requirements:

• Bachelor's degree from an accredited college or university in Information Systems, Computer Science, Health Information Management, Health Care Administration, Business Administration, Public Administration, Information Technology, Management Information Systems, Data Analytics or a closely related field.

Equivalent combinations of education and progressively responsible professional experience may be considered.

• Minimum of three (3) years of progressively responsible experience administering enterprise Electronic Health Record systems or comparable business applications.
• Experience supporting enterprise software implementations.
• Experience with database reporting and business intelligence tools.
• Experience coordinating technology projects.
• Experience developing technical documentation and user training.
• Experience collaborating with multidisciplinary stakeholders.
• Two to three years’ human services experience

Preferred Qualifications:
Preference may be given to candidates possessing one or more of the following:

• Experience administering Netsmart myEvolv.
• Experience supporting Harmony Electronic Health Record.
• Experience within Human Services, Behavioral Health, Public Health, or Healthcare organizations.
• Experience supporting Wisconsin Medicaid documentation and reimbursement.
• Microsoft SQL Server experience.
• SQL query development.
• Crystal Reports.
• SQL Server Reporting Services (SSRS).
• Microsoft Power BI.
• Microsoft Power Platform.
• HL7 interfaces.
• API integration.
• Data warehouse development.
• Data governance initiatives.
• Business Intelligence development.
• Lean or Lean Six Sigma experience.
• Project Management Professional (PMP) certification.
• Change Management certification.
• Certified Professional in Healthcare Information and Management Systems (CPHIMS).
• Experience facilitating multidisciplinary workgroups.
• Experience developing enterprise reporting solutions.

Licenses, Certifications, and Other Requirements:
N/A

Minimum Knowledge, Skills, and Abilities Qualifications
In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.

Technical Competencies

• Enterprise Electronic Health Record administration.
• Netsmart myEvolv administration.
• Legacy system administration.
• Database concepts.
• Microsoft SQL Server.
• SQL query development.
• Crystal Reports.
• SQL Server Reporting Services.
• Microsoft Power BI.
• Microsoft Office 365.
• Microsoft Power Platform.
• Business Intelligence concepts.
• Data visualization.
• Workflow automation.
• Systems integration.
• Information security principles.
• Cybersecurity awareness.
• Electronic forms development.
• Software testing methodologies.
• System configuration management.

Regulatory and Operational Competencies

• HIPAA Privacy Rule.
• HIPAA Security Rule.
• 42 CFR Part 2.
• Wisconsin Department of Health Services regulations.
• Medicaid documentation standards.
• Human Services operations.
• Information governance.
• Records management.
• Internal controls.
• Quality assurance principles.

Leadership and Professional Competencies

• Strategic planning.
• Project management.
• Vendor management.
• Business process improvement.
• Organizational change management.
• Analytical problem solving.
• Written communication.
• Verbal communication and presentation skills.
• Collaboration and relationship building.
• Customer service, professionalism, and ethical judgment.

The employee must also demonstrate the ability to analyze complex operational issues, translate business needs into technical solutions, exercise sound professional judgment, maintain confidentiality, adapt to changing priorities, manage multiple concurrent projects, facilitate productive collaboration among diverse stakeholders, and communicate technical information effectively to both technical and non-technical audiences.

In evaluating candidates for this position, Ozaukee County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position. 


Physical Requirements
 

• Sit for extended periods while utilizing computer equipment.
• Operate computers, tablets, telephones, and standard office equipment.
• Communicate effectively in person, virtually, and by telephone.
• Read, analyze, and interpret detailed technical and operational information.
• Prepare written reports and technical documentation.
• Frequently move throughout County facilities to attend meetings and provide user support.
• Occasionally lift and transport office materials and equipment weighing up to 25 pounds.
• Specific vision abilities include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus for prolonged computer work.

Work Environment

Work is performed primarily in a professional office environment utilizing computers and other standard office equipment. Hybrid remote work hours may be authorized after initial probationary period.

The position routinely requires prolonged computer use, participation in meetings, collaboration with staff across multiple divisions, and occasional travel between County facilities or external meeting locations.

The employee may be required to work outside normal business hours to support software implementations, system upgrades, emergency maintenance, disaster recovery activities, or other operational needs requiring minimal interruption to departmental services.

The position requires frequent interaction with individuals possessing varying levels of technical knowledge and requires the ability to manage multiple priorities, changing deadlines, and occasional interruptions while maintaining professionalism and excellent customer service.
Work involves exposure to confidential information requiring strict adherence to privacy, security, and ethical standards.

This position description is intended to describe the general nature, scope, level, and essential responsibilities of work performed by employees assigned to this classification. It is not intended to be construed as an exhaustive list of all duties, responsibilities, qualifications, or working conditions associated with the position.

Management reserves the right to assign, modify, add, or remove duties and responsibilities as organizational needs evolve, operational priorities change, or technological advancements occur. Nothing contained in this specification shall be interpreted as creating a contract of employment or limiting the County's authority to direct the work of its employees.


EOE / ADA Statement


Ozaukee County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Ozaukee County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time.  The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.  The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.

Applicants who need accommodation during the application or hiring process should contact:
ADA Coordinator, Human Resources Department
Phone: 262-284-8209
Email: [email protected]

 

Ozaukee County offers a generous benefits package including: health, dental, life, & vision insurance; free employee health clinic & Teladoc; paid holidays, vacation, & sick time; state of Wisconsin WRS defined benefit pension program; bonus opportunities; employee fitness room; wellness program & wellness reimbursement; tuition reimbursement & continuing education opportunities; and more! Please note some that benefits offered are dependent on full-time/part-time status.

Ozaukee County prohibits discrimination and harassment of any type against applicants and employees on the basis of race, color, religion, sex, national origin, age, handicap, disability, genetics, veteran status or military service, marital status or sexual orientation, gender identity or expression, or any other characteristic or status protected by federal, state or local laws. Ozaukee County also provides reasonable accommodations to qualified individuals with disabilities in accordance with the requirements of the Americans With Disabilities Act and applicable state and local laws.