Temporary EHS Specialist at Whidbey General Hospital – Coupeville, Washington

JOB SUMMARY

The EHS Specialist is under the supervision of the Executive Director of Quality and Compliance. This temporary role is to assist in implementing the Employee Health software Immuware. Immuware allows for automation of employee and supervisor reports. It includes an online portal that employees and supervisors can access for health compliance related results from any location 24/7, on a computer, tablet, or mobile device.

This role is for a person who is fluent in computer skills and familiar with Employee Health electronic documentation needs, including but not limited to onboarding, vaccinations, and respiratory fit testing.

PRINCIPLE FUNCTIONS includes the following, other duties may be assigned:

Immuware

• Retrieve all pertinent/required information from old Agility system and capture in new Immuware system
• Defined set of required data for all employees, per hospital and regulatory standards
  • Specific set of data needs to be captured for each personnel record
    • Currently required record types: COVID-19 Vaccine, Drug Screening, Health Screening, Hepatitis B Vaccine/titer, Influenza Vaccine, MMR Vaccine/titer, Respirator Fit Test, Tdap/Td Vaccine, Tuberculosis Surveillance, Varicella Vaccine/titer
    • Preferred/other record types: Charting & Notes, Color Vision Screening, COVID-19 Testing, Employee Health Onboarding Clearance, Lab Results
  • Data may have a lifespan that needs to be kept current within a defined timeframe
    • For example
      • annual flu shot or declination
      • Tdap shot every 10 years
      • Annual Tuberculosis surveillance
  • Data may be historical, captured as previous proof of requirement
    • For example
      • MMR or Varicella vaccine series received in the past
      • Hepatitis B titer results showing proof of immunity
  • All data captured must be retained – whether current or historical – for record-keeping purposes
  • Until employee self-entry / maintenance is live:
    • Capture ongoing new hire information directly in Immuware (no longer captured in Agility)
    • Continue to update required employee information, as new information occurs
• Vaccination Records

• Use WAIIS system as a source of additional detail
  • Update WAIIS record as needed

• Program Implementation

• Review and support personnel import process, to bring relevant personnel data from Kronos into Immuware.
  • Process needs to create new records for new personnel; update information for existing personnel; inactivate terminated personnel
    • Need to automate the process for the future, as much as possible
    • Review import file format and detail
    • Run import process and monitor results; work to resolve reported import problems
• Build and maintain spreadsheet of work-in-progress personnel, using data from both Agility and Immuware
  • • Used for data entry process, including follow-up notes, as well as tracking overall progress / individual status / project counts
    • Used to compare data between the two systems to identify where needed data is located

• Document data entry process details to ensure consistency of data capture
• Work with employee health office on process to rollout to organization

• Additional setup needed for notifications, personnel obligations, facility configuration, manufacturers
• Additional testing/setup needed to use appointment scheduling capabilities

Performance Improvement and Implementation Science

General:

• Communicate effectively verbally and in writing.
• Strong customer service skills when answering phones and greeting customers.
• Act as a point of contact for internal and external customers.
• Able to handle detail-oriented work while meeting schedules and deadlines.
• Ability to think critically and analytically.
• Assist with preparation of regularly scheduled reports for Quality.
• Assist during Accreditation, Mock Surveys, and Internal Audits.
• Manages routine communication between healthcare workers by asking and answering questions to ensure all parties involved are well-informed and the process is smooth.
• Perform a variety of routine clerical functions and projects as assigned.
• Ability to adjust to fast-paced and ever-changing demands with the support of their team / department.
• Establishes productive, cooperative relationships throughout the organization, the community, and with external customers.
• Displays a credible presence and positive image.
• Uses appropriate protocol for confidential, professional, and social situations.
• Other duties as assigned.

JOB KNOWLEDGE & QUALIFICATIONS

Education

• Certificate in Project Management
• Certificate in Software Engineering
• Completion of Cadence course
• Associate Degree in Business-Data Processing

Training and Experience

• • Leadership and program management.
  • Knowledge of office management systems and procedures.
  • Proficiency in Microsoft Office (Microsoft Excel, Word, PowerPoint).
  • Significant comfort level and efficiency in Excel and spreadsheet manipulation.
  • Must be able to communicate clearly, personable, and welcoming with the Quality Department, Leadership Team, and to WhidbeyHealth healthcare workers.
  • Motivated self-starter with initiative to take independent action while maintaining excellent communication with department.
  • Ability to self-regulate in difficult or intense conversations. Experience with Crucial Conversations preferred.
  • Experience in the computer business, in assorted roles and in a mix of traditional data center operations and hardware/software companies.
  • Experience in engineering organizations for software companies.
  • Experience in customer service, both providing direct support to customers and in support management roles.
  • Experience in project management and business analysis roles.
  • Experience in volunteering.

Certificates, Licenses, Registrations

• Associate degree

Benefit Information and Wage Transparancy:

WhidbeyHealth Employees who work a 0.5 FTE or higher are categorized as, “benefit eligible”.

Click here for benefit information.

Wage Range: $24.735 - $37.637