Electronic Health Record Supervisor - Ambulatory (Open & Promotional)

Full Job Description

San Mateo County Health is seeking a well-qualified individual for the position of Electronic Health Record Supervisor- Ambulatory to, under general direction, supervises, assigns, reviews, and participates in the work of staff responsible for providing direct application support and user training for Health’s electronic health record (EHR) system; ensures work quality and adherence to established policies and procedures; performs the more technical and complex tasks relative to assigned area of responsibility; and performs related work as required.The current vacancy is a regular position in the Health IT Division, located in South San Francisco and San Mateo, CA, and will require travel/driving throughout the county to perform job duties.

This position is currently hybrid, with both on-site and remote work based on business need and subject to change.This Electronic Health Record Supervisor - Ambulatory will assist in overseeing the entire Ambulatory Team.

This position requires two Epic certifications in Ambulatory, any combination of: EpicCare Ambulatory, MyChart, Healthy Planet, Wisdom.Ideal candidate will possess:

• Five or more years of Epic work experience and certification in Ambulatory.
• Advanced experience working with electronic health records.
• Three or more years of experience supervising staff responsible for providing direct application support and user training for Health’s electronic health record (EHR) system.
• Strong supervisory/leadership skills.
• Experience providing leadership in a multicultural, multidisciplinary workforce.
• Experience working in a healthcare setting, preferablyin a government county health department.
• Experience in lifecycle management from project through implementation and troubleshooting.
• Ability to make sound decisions and manage crises based on the exercise of judgment and the consideration of all available information.
• Experience providing leadership in collaborative relationships among internal and external teams.
• Experience in the implementation of new application systems and application upgrades.
• Demonstrated exceptional customer service skills.
• Experience in providing consultation services to customers/end-users, with the ability to document business and technical problems, and identify requirements.
• Excellent written and verbal communication skills with internal and external stakeholdersto ensure needs are met.
• Ability to establish and maintain effective working relationships with those encountered on the job.
• Excellent time management skills and ability to set priorities and adjust to meet deadlines.
• Adept at learning and applying newly acquired skills on the job.

NOTE: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.

Requirements

Duties may include, but are not limited to, the following:

• Partners with the Application Manager to ensure organizational and departmental goals are communicated, implemented, and tracked amongst the team.
• Plans, prioritizes, assigns, supervises, reviews, and participates in the work of staff.
• Participates in the development and implementation of goals, objectives, policies, and priorities for assigned unit; recommends within departmental policy, appropriate service and staffing levels.
• Monitors work activities to ensure compliance with established policies and procedures; makes recommendations for changes and improvements to existing standards and procedures.
• Participates in the selection of, trains, motivates, and evaluates assigned staff; works with employees to correct deficiencies; recommends discipline to assigned Manager.
• Participates in the preparation and administration of assigned project budgets; submits budget recommendations; monitors expenditures.
• Participates in administering relevant contracts; works with other divisions and/or departments to negotiate or renew cost-effective contracts; monitors and evaluates contractor performance to ensure compliance with County and department standards; initiates corrective action as appropriate.
• Supervises or serves as a project team leader for the most complex projects, including planning, organizing, and defining project requirements, methods, and end objectives in consultation with end users; coordinates project activities with team members, other section staff, user representatives and outside vendors.
• Supervises and participates in interviewing, analyzing, and documenting end-user work processes and systems requirements; conducts systems walk-throughs and technical reviews; develops or refines system specifications, including evaluating and testing vendor software packages for conformance with user requirements and priorities.
• Supervises the preparation of feasibility studies, cost and benefits analyses, product evaluation, requirement specifications, designs, and other analyses and documentation.
• Supervises and participates in designing business processes and workflow strategies for the management, access, and retrieval of data, defines data rules and relationships, and develops methods for quality control of databases.
• Supervises and participates in the design of data analysis and processing methods, software and systems, web applications and user interfaces, and system enhancements.
• Supervises and participates in the development and documentation of business processes and relates them to application software; recommends and implements procedural and operational modifications to optimize internal and customer workflows.
• Supervises the development and execution of test plans to ensure application performance conforms to specifications.
• Responds to and resolves escalated user inquiries and complaints and works with vendor representatives or managers to respond as needed.
• Conducts special research assignments, gathers data, and prepares reports for consideration by management or special committees.
• Supervises the development and maintenance of user and technical operating instructions and documentation; provides training to users and other technical staff and advises on best practices.
• Attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of information technology.
• Performs other duties as assigned.

Qualifications

Education and Experience:Any combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying.

A typical way to qualify is five years of progressively responsible information technology support experience in a healthcare operations setting, including at least two years of lead, supervisory, or project management responsibility and one year of Epic user support experience.License/Certification

This position requires two Epic certifications in Ambulatory, any combination of: EpicCare Ambulatory, MyChart, Healthy Planet, Wisdom

Maintain Epic training credentials through Epic's Continuing Epic Education (CEE) program with additional training that must be completed to maintain certifications, proficiencies, and badges.

Knowledge of:

• Standards and practices of employee supervision, including work planning, assignment, review and evaluation, coaching, mentoring, and the training of staff in work procedures.
• Operations, services, and activities of the assigned program or unit.
• Advanced principles and practices of computer systems management, analysis, design, and maintenance.
• Electronic health record systems, specifically Epic software applications.
• Software development life cycle including requirement gathering and analysis, design, implementation or coding, testing, deployment, and maintenance.
• Design, implementation, testing, updating, maintenance, evaluation, and analysis of system configuration, system setup, and application tables.
• Clinical applications and regulatory standards, a wide range of application functionality, content, and associated workflows.
• Basic supervisory principles and practices.
• Customer service principles.
• Policies, procedures, and business operations.
• Principles and procedures in project management and project management methodologies.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Techniques for providinga high levelof customer service by effectively dealing with vendors and County staff.

Skill/Ability to:

• Plan, organize, schedule, assign, review, and evaluate the work of and train staff.
• Recommend and implement goals, objectives, and practices for providing effective and efficient services.
• Train and mentor staff, including effective coaching and team building.
• Supervise the implementation of comprehensive electronic health record projects and training programs.
• Prepare clear and concise program documentation, system and user procedures, reports of work performed, and other written materials.
• Deal tactfully with the customers and staff in providing information, answering questions, and providing customer service.
• Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, rules, and regulations.
• Effectively represent the department and the County in meetings with contractors and vendors.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Interact with and work collaboratively with multidisciplinary teams and process stakeholders.
• Learn andretainknowledge of all assigned applications.
• Configure, implement, maintain, and evaluate Epic applications and platform.
• Troubleshoot application issues and system errors.
• Multi-task complex work assignments.
• Lead meetings and resolveconflicts.
• Perform under pressure with tight deadlinesand complex tasks.
• Become cross-functional in one or more applications.
• Motivate key process stakeholders.
• Travel outside the County for trainingor other business needs.

Additional Information

Open & Promotional. Anyone may apply.

Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, or extra-help/limited term position prior to the final filing date will receive five points added to their final passing score on this examination.

The examination process will consist of an application screening (weight: Pass/Fail) based on the candidates' application and responses to the supplemental questions.

Candidates who pass the application screening will be invited to a panel interview (weight: 100%).Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification.

All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination.

All examinations will be given in San Mateo County, California and applicants must participate at their own expense.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the “Apply” button.

If you are not on the County's website, please go to https://jobs.smcgov.org/ to apply.

Responses to the Supplemental Questionnaire must be submitted in addition to the standard County employment application form.

A resume will not be accepted as a substitute for the required application materials. Online applications must be received by the Human Resources Department before midnight on the final filing date.

Tentative Recruitment Schedule
Final Filing Date: Thursday, March 5, 2026
Application Screening: Friday, March 6, 2026
Civil Service Panel Interview: Friday, March 13, 2026

About the CountySan Mateo County is centrally located between San Francisco, San Jose, and the East Bay.

With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically, and linguistically diverse communities.The County of San Mateo, as an employer, is committed to advancing equity to ensure that all employees are welcomed in a safe and inclusive environment.

The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply.

Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.

The County of San Mateo is an equal opportunity employer committed to fostering diversity, equity, and inclusion at all levels.

Talent Acquisition Contact: Sarah Huynh (02192026) (Electronic Health Record Supervisor – V403)