CalAIM Data & EHR Specialist

The CalAIM Data & EHR Specialist is responsible for supporting the implementation, maintenance, integrity, reporting, and day-to-day functionality of electronic health record (EHR) systems and data processes related to MediCal billing. This position serves as a liaison between program staff, leadership, billing personnel, Managed Care Plans (MCPs), and Activate Care technology support teams to ensure accurate documentation, workflow efficiency, compliance, and data reporting in alignment with DHCS, CalAIM, HIPAA, and organizational requirements.

The Data & EHR Specialist provides training and technical support to staff utilizing EHR systems, supports workflow development and quality improvement initiatives, assists with reporting and monitoring activities, and helps ensure data accuracy for care coordination, billing, authorizations, and program compliance. This position reports to the Assistant Director of CalAIM Services.

Qualifications

• Associate’s degree in Health Information Management, Healthcare Administration, Information Technology, Business Administration, Public Health, or related field preferred


• Minimum of two years of experience working with electronic health records, healthcare data systems, or program reporting


• Experience supporting EHR workflows, training users, and troubleshooting technical issues preferred


• Knowledge of CalAIM, Enhanced Care Management (ECM), Community Supports (CS), Medi-Cal, or healthcare documentation standards preferred


• Experience working in community-based healthcare, behavioral health, homelessness services, or reentry programming


• Familiarity with encounter data reporting, MCP requirements, and DHCS documentation standards


• Experience with care coordination platforms, reporting tools, or data dashboards


• Strong understanding of HIPAA, confidentiality, and data integrity standards


• Strong understanding of confidentiality protocols related to behavioral health service records, 42 CFR Part 2 and the like


• Excellent organizational, analytical, and communication skills


• Ability to manage multiple priorities and work independently in a fast-paced environment

Key Responsibilities

EHR & Systems Support

• Provide day-to-day support to staff regarding EHR, documentation, functionality and workflow processes


• Assist with implementation, maintenance, testing, and optimization of EHR systems and related software platforms


• Troubleshoot system issues and coordinate with software vendors or IT support teams as necessary


• Maintain working knowledge of all applications, workflows, and documentation systems utilized within CalAIM programming


• Support staff in proper use of electronic systems including care plans, authorizations, progress notes, assessments, encounter tracking, and reporting tools


• Participate in software upgrades, implementation of new workflows, and system testing activities

Training & Workflow Support

• Conduct training for direct service staff, supervisors, and administrative staff on EHR documentation standards, workflows, and system functionality


• Provide onboarding support and refresher training related to ECM and Community Supports documentation requirements


• Ensure staff understand documentation expectations related to outreach, engagement, care coordination, assessments, housing support, addiction and mental health treatment, and billing compliance


• Monitor workflow efficiency and recommend process improvements to enhance service delivery and compliance


• Assist staff in resolving documentation deficiencies that impact reporting, billing, or compliance

Data Integrity & Compliance

• Maintain system data integrity by ensuring accurate, timely, and complete documentation in EHR systems


• Monitor documentation compliance with DHCS, MCP, HIPAA, accrediting bodies, and organizational standards


• Ensure proper storage and tracking of consent forms, releases of information, authorizations, and service documentation


• Support compliance with encounter data submission requirements and reporting standards for ECM and Community Supports services


• Maintain confidentiality of protected health information in accordance with HIPAA and organizational policies

Reporting & Monitoring

• Generate and maintain reports related to program performance, staffing capacity, member engagement, service utilization, billing support, and compliance monitoring


• Assist leadership with preparation of quarterly reports, audits, implementation monitoring, and MCP reporting requirements


• Track key program metrics and identify documentation or workflow trends requiring corrective action


• Monitor staff documentation timeliness and follow up regarding missing or incomplete records


• Support quality assurance and continuous quality improvement initiatives through data analysis and reporting

Help Desk & Technical Support

• Document, research, prioritize, and resolve internal support tickets and system-related issues


• Provide phone, remote, and in-person support to staff experiencing technical or workflow challenges


• Escalate unresolved software or technical issues to appropriate vendors or IT personnel


• Maintain documentation of support requests, resolutions, and workflow updates

Collaboration & Coordination

• Work collaboratively with program leadership, billing staff, care managers, clinical consultants, and external partners to support program operations


• Coordinate with billing staff to ensure documentation supports claims submission and reimbursement requirements


• Participate in multidisciplinary meetings, implementation planning, and process improvement initiatives


• Stay informed regarding CalAIM, DHCS, MCP, behavioral health, and EHR system updates impacting workflows or reporting requirements