Hope Services
Disability and mental health support services
Assistant Manager - Electronic Health Record
Travel to various work sites in three counties is required.
About the job
- Bachelor's degree in Information Systems, Health Informatics, or a 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.
- At least 3 years supporting a production electronic health record or comparable transactional database in healthcare or human services.
- Proficiency in SQL, including stored procedures, extract-transform-load processes, and job monitoring; proficiency in Crystal Reports; advanced Excel proficiency; and proficient Word skills.
- Working knowledge of HIPAA, 42 CFR Part 2 substance-use record protections, CMIA, minimum-necessary access, and breach notification.
- Knowledge of role-based access review, multifactor authentication and credential hygiene, encryption in transit and at rest, secure file transfer for payer exchange, and audit-log review.
- Knowledge of the claim lifecycle, including ICD-10 and CPT/HCPCS, service code and authorization setup, and denial-reason interpretation.
- Experience owning a data dictionary and metric definitions, managing duplicate records, and creating reproducible extract logic.
- Experience gathering requirements from non-technical stakeholders, scoping and sequencing upgrade work, and providing clear status reporting.
- Experience with source control for SQL and report definitions, plus PowerShell or Python automation.
- Experience with documented and tested recovery procedures, defined recovery point objectives and recovery time objectives, and a clinical downtime process.
- Methodical troubleshooting and composure during month-end close, go-lives, and outages, with occasional after-hours availability for upgrades.
- Preparation and assistance during annual Hope Services audits.
- Working knowledge of rehabilitation service models, program development, and governing legislation and regulations.
- Familiarity with supervision, planning, fiscal management, fair employment practices, safety, health, and client rights.
- Administer the electronic health record system, including updates, upgrades, release testing, user provisioning, role-based access, defect tracking, and escalation to vendor support.
- Build and modify Avatar forms, including field logic, validation, and workflow routing, based on clinical and program requirements, with testing before release.
- Develop T-SQL, stored procedures, query tuning, extract-transform-load processes, and data warehouse services on SQL Server; query and maintain InterSystems IRIS.
- Monitor and correct Avatar billing errors daily and fix configuration root causes.
- Own the accuracy, reconciliation, and on-time submission of month-end billing and payer claim files, and track denials with Finance.
- Create and modify Crystal Reports used with Avatar, maintain and migrate legacy Access reports, and build management dashboards and advanced Excel analyses.
- Design data-quality checks, reconciliations, and exception reporting for internal and external customers.
- Prepare data, extracts, and system walkthroughs for annual, payer, and accreditation audits, and produce required state and funder reporting.
- Serve as the escalation point for electronic health record and software issues and deliver training, quick guides, and a super-user program after releases.
- Manage database connectivity across the counseling center network, including ODBC, client installations, and remote access, and maintain test environments.
- Maintain the data dictionary, report specifications, and standard operating procedures, and follow request-test-approve-release procedures with a rollback plan for every production change.
- Communicate with clinical, finance, and executive audiences; observe, evaluate, and document accurately.
- Work independently and as part of a team, relate appropriately to persons served and their families, and represent the department in community settings when requested.
- Cover for the EHR Manager when needed.
- Perform other duties as assigned.
- Experience with Netsmart Avatar or myAvatar, including form modeling, and InterSystems IRIS or Caché.
- Experience with web-based reporting, SSRS, or Power BI.
- Experience with Scriptlink.
- Experience troubleshooting HL7 v2 or FHIR interfaces, 837/835 EDI, and Medi-Cal or Regional Center billing.
- Background in behavioral health, developmental disability, or nonprofit human services.
- Experience with vendor and SLA management and outcome and quality-measure reporting.
About the company
Hope Services provides supports for people with developmental disabilities and mental health needs in Silicon Valley, including day programs, employment training, community living support, and mental health services. Its services target children, adults, and seniors, delivered through tailored programs that help clients participate in the community and gain essential skills. Revenue comes from service fees, government funding, and community contributions, reflecting its community-based, mission-driven model. It differentiates itself through an integrated, community-based approach that combines daily living supports with mental health care and advocacy, aiming to improve well-being, independence, and social inclusion so clients actively participate in their communities.
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Simplify's Take
What believers are saying
- July 2026 Gilroy bocce courts deepen community visibility and family engagement.
- August 2026 leadership updates signal active succession and operational investment.
- TASH 2025 and SJSU strengthen referrals into competitive, integrated employment pathways.
What critics are saying
- Public funding dependence exposes Hope Services to county budget cuts in 2027.
- Competitors like regional centers and colleges can replicate SPARTANS OCLS partnerships quickly.
- If government reimbursement stalls, service breadth compresses and mission delivery weakens.
What makes Hope Services unique
- SPARTANS OCLS with San Jose State prepares neurodiverse students for employment.
- Hope Services serves 3,500 participants across eight counties, spanning childhood through seniors.
- Since 1952, Hope combines day services, community living, employment, and mental health care.
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Benefits
Health Insurance
Dental Insurance
Vision Insurance
Life Insurance
401(k) Retirement Plan
Paid Vacation
Paid Sick Leave
Tuition Reimbursement
Company News
Hope Services celebrates grand opening of inclusive bocce ball courts in Gilroy. July 28, 2026 Hope Services marked a significant milestone this month with the grand opening of its new inclusive bocce ball courts in Gilroy, a project years in the making, and one built with a simple but powerful goal: to create a space where everyone, regardless of ability, has a place to belong. None of this would have been possible without the generosity and partnership of Hope Services' sponsors, Gachina Landscape Management and the Parent Family. Gachina Landscape Management went above and beyond, donating the landscaping for the entire project, a contribution that helped bring the vision to life. Hope Services also extended heartfelt thanks to its donors, volunteers, families, and staff, whose continued dedication drives the organization's mission forward every day. Participants, families, staff, donors, and community partners gathered for the celebration, which was about far more than cutting a ribbon. As Sara Grignon, Central District Director shared during the event, the day represented a broader commitment: creating opportunities, building community, and ensuring that everyone has a place to connect, compete, and have fun. "Inclusion isn't just a value we talk about. It's something we intentionally create," said a Hope Services representative during the ceremony. The new bocce ball courts stand as a tangible example of that philosophy: a space where people with and without disabilities can come together, enjoy friendly competition, build new skills, and create lasting memories. Why bocce ball? Sports have a unique power to bring people together, teaching teamwork, perseverance, encouragement, and joy. Bocce, in particular, stands out for its accessibility. Whether someone is a seasoned player or picking up a bocce ball for the very first time, the game offers a level playing field where everyone has the opportunity to participate and feel like they belong. Built with purpose. For the individuals in Hope Services' programs, these courts were designed with a clear purpose in mind. Organizers hope the space becomes one where participants build confidence, develop friendships, and celebrate victories, both big and small. "You remind us every day why inclusion matters," Hope Services shared with program participants during the event. A symbolic close. The celebration concluded with a particularly meaningful moment: a butterfly release led by Michael Gachina of Gachina Landscape Management. The release served as a symbolic celebration of transformation and hope, values that sit at the very core of Hope Services' mission. What's next. While the grand opening marks a major achievement, Hope Services' work on the courts isn't finished. The organization is currently raising $30,000 to fund two additional improvements that will make the space fully accessible and functional for participants: * An accessible walking path, ensuring every participant can safely and independently reach the courts * Shade sails, providing relief from the sun so participants can enjoy the courts comfortably, even on the hottest days Community members interested in supporting this next phase of the project are encouraged to reach out to donate via hopeservices.org/bocce. The new bocce ball courts represent more than a recreational upgrade. They're a reflection of what's possible when a community comes together around a shared belief that everyone deserves a place to belong.
Advancing opportunities for neurodiverse students: Hope and San Jose State University at TASH Conference. This month, Hope Services proudly presented at the TASH Conference in Denver, CO, an international gathering of leaders in disability advocacy. Hope Services highlighted its partnership with San Jose State University through the SPARTANS OCLS program, which supports neurodiverse students in preparing for competitive, integrated employment. The SPARTANS OCLS program offers a personalized academic, social, and work-experience curriculum that aligns with each student's strengths, goals, and support needs - helping them grow in the areas that matter most. Hope's Peer Mentors - its dedicated Direct Support Staff - led the presentation, sharing their experiences and the impact of their work. Panelists included Alex, Catherine, Anna, Nhi, Katherine, and Prabhav, a Hope client and program participant who represented students on the panel. members of the Hope Services team. Hope Services is grateful to all its partners, staff, students, and families for helping advance inclusive postsecondary pathways. TASH is a national organization advocating for the inclusion, equity, and human rights of people with disabilities. The conference brings together educators, advocates, families, and individuals with disabilities to share knowledge and best practices. Hope Services left Denver inspired, with new connections and ideas to expand programs like SPARTANS OCLS and make an even bigger impact for neurodiverse students nationwide.