EHR Applications/Systems Administrator I
PMHCC - Philadelphia, PA

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Position Summary

Working under the direction of the Technical Operations Manager, the Electronic Health Records Applications/System Administrator I is a primary EHR team role and participates in all phases of application and system environment management to ensure optimal performance, data integrity and technical security. This position is responsible for the day-to-day administration and general health of the electronic health record applications and related support applications, databases and/or systems. Additionally, the electronic health records applications/system administrator develops version and release migration methodologies, is responsible for patch management and maintenance, oversees functional configuration components, for monitoring and administering assigned applications and serves as the interface between applications and other non-EHR staff members. The electronic health records applications/system administrator will oversee and administer change control policies and procedures; s/he will ensure change control methods are in congruence with overall Health IT and Office of Technology procedures. S/he will oversee and administer disaster recovery tests and methods. The electronic health records applications/system database administrator is the overall EHR security officer. S/he will maintain working relations with the application and systems vendors.

Duties and Responsibilities

Application Oversight and Configuration Management. Monitors, maintains and reports on overall EHR systems health and performance. Notifies requisite stakeholders of aberrancies in performance. Working with a variety of internal and external staff, prepares guidelines, policies and procedures for physical through application security management within the application, especially as it relates to the interrelationship with the operating system. Acts as overall system/application security officer.

Prepares guidelines, policies and procedures for backup and recovery management (including disaster planning) and service level agreements with the operating systems staff. Identifies standard backup requirements which include daily backups and periodic backups based on user business needs.

Identifies sizing requirements based on user retention requirements; monitors space usage and alerts appropriate staff members to resolve sizing issues and conditions that may cause application failures.

Monitors network connectivity and prepares report cards, statistics, etc. Performs root cause analyses as needed/requested. Assures database integrity.

System Oversight and Configuration Management

Responsible for the management and oversight of the application system structures controlling the applications; ensure the overall stability and integrity of the applications across all environments (DEV, TEST, PROD, TRAIN). Demonstrates thorough and comprehensive knowledge of the application subsystem setup options, file structures, file locations and file content. Monitors application and subsystem logs for errors; researches causes of errors; determines appropriate follow-up and/or resolution for error conditions. Monitors job scheduler for failed jobs requiring recovery; identifies causes of failures; works with systems analysts and users to resolve failed jobs. Ensures configuration files are valued to support application usage load. Identifies and troubleshoots application performance issues as they may relate to networking, database, or operating system issues. Works with IT team members from technology to resolve performance issues. Acts as a technical resource within the application team. Interfaces and partners with colleagues from database management, operating systems, networking, and web management. Provides Help Desk support to resolve immediate problems. Provides off-hours support for problem resolution. Provides performance based statistics and compares with vendor published benchmarks. Provides monitoring support for all application support programs, including those for printing and networking.

Release and Version Management

Responsible for release and version upgrade management and controls application and subsystem environment upgrades. Develops upgrade strategy model; develops and manages upgrade plans; identifies appropriate resources for upgrades across various IT teams as well as external resources that may be required to successfully perform upgrades. Identifies hardware requirements for upgrades; validates requirements with vendor; communicates needs so that appropriate hardware resources are available and prepared for deployment. Prepares logic process for upgrade strategy (e.g., TEST product line to PROD product line). Educates technical colleagues on release differences and enhancements as they may affect use of operating system, web applications, database structure and requirements and networking. Performs upgrade in concert with application team members; works with application team members to determine customizations to be re-applied. Maintains formal log of all applications and subsystem versions applied within each product line.

Patch and Upgrade Customization Management

Responsible for patch, hotfix and customization, co-ordination, implementation, scheduling and general management across all environments. Develops patch management methodology incorporating the use of all environments; methodology will include migration path and formal processes for customer signoff approving continuation of migration from one product line to another. Applies patches and customization in correct chronological sequence to ensure stability of application. Works with analysts and users in patch and customization testing, troubleshooting problems associated with patches and customizations, and the implementation of patches and customization in each product line. Interacts with vendor customer support and development team to resolve patch issues that may occur. Maintains formal log of all patches and customizations applied between upgrades. Works with staff to ensure team and end user communication. Reviews SOBR requests.

Project Management

Prepares project scope documents, project plans/schedules and issues logs for a change to or implementation of EHR and related support applications. Identifies appropriate resources required to achieve goals. Monitors relevant project plan tasks; identifies and reports project changes; reports status of project to Lead IS staff and/or IS Manager

Change Management

Follows departmental standards regarding change control. Reports changes to appropriate personnel. Acts as change agent to assist and support client to move from old to new solution set. Prepares formal change implementation plan; identifies resources required to implement change. Presents change to the divisional and/or departmental IS Change Control Committee. Monitors change after implementation to validate the change in the production environment. Supplies appropriate new or revised operations documentation as needed.

General Management

Self-manages time and effort. Seeks projects commensurate with work experience and level of expertise. Provides estimated time to complete work and estimated completion date for change request assignments. Responsible for reporting project issues and staff performance issues to senior management.


Prepares conversion plans for applications implementations, Identifies conversion issues and mappings for converting data from one version level to another; provides database administrator with guidance related to changes in database structure.


Develops and implements test plans that are comprehensive and inclusive of the problem to be resolved; plans will include testing logic to produce successful and failed outcomes. Document all outcomes from the testing process. For data conversions, validates the quality and accuracy of the data converted.


Engages in activities to remain current as well as enhance technical skill level. Provides evidence of on-going training activities.


Assists with software product evaluation; recommends new software and hardware products.


Devises simple to moderate benchmarking metrics


Provides guidance to programmers and security administrator. Provides teaching support to clients, Operations, and Help Desk as needed.


Responds promptly and positively to patients, families, associates and all others in a respectful, courteous and confidential manner. Maintains identifiable/professional attire at all times, including using nametags and identification cards. Answers telephone calls within three rings 95% of the time. Respects confidentiality of patients and co-workers in all circumstances 100% of the time. Greets patients, families, co-workers and others in a calm, professional, friendly manner; makes eye contact, initiates conversation, and identifies self by name. Follows municipal, organizational, departmental and PMO procedures and policies. Attends mandatory sessions/meetings/in-services 100% of the time. Adheres to attendance policies and procedures. Demonstrates knowledge and application of PDPH, department and PMO policies and procedures. Reviews policy and procedure updates from managers and PDPH. Provides or facilitates a clean, safe, quiet and secure environment for all. Reports any incident that seems unusual/deficient to supervisor and/or Security. Corrects and/or reports unsafe, unsecured or unclean environment to supervisor and/or Environmental, Health and Safety, or Facilities departments. Always takes breaks away from patient and family areas. Keeps self and work area neat and organized. Participates collaboratively in staff meetings, committees, projects and teams to resolve conflicts and meet institutional goals. Attends staff meetings as requested 100% of the time. Is recognized as an “informed” participant or committee member by peers. Completes assignments on time 100% of the time. Reviews and contributes to the attainment of departmental and PDPH goals annually. Participates and contributes to team projects. Demonstrates knowledge of constant quality improvement values and participates in PDPH and departmental Quality Improvement initiatives. Identifies own learning needs and obtains necessary education to meet requirements of position.

Attends mandatory education programs 100% of the time. Documents and reports all necessary education and training. Attends CCD classes or pursues outside education to remain current. Applies education and training to daily work to enhance job knowledge and skills. Reviews learning needs with supervisor to set individual education and learning goals on an annual basis. Follows PDPH and PMO cost control standards: monitors usage of supplies and equipment to eliminate or minimize waste and/or misuse. Other duties as assigned.


BS or BA Degree in Information Systems, Computer Science or related business field preferred. Master preferred. Demonstrated knowledge of the Systems Development Life Cycle. Exposure to project management and database administration. Demonstration of continued technical education.


Minimum 2 or more years of application/system and/or database administration experience; demonstrated system administration experience; and working knowledge of healthcare processes.


Develops logical constructs, computer literate and demonstrates excellent oral and written communication skills. Strong analytical and troubleshooting skills; detail oriented and hands-on performer; excellent technical analytical skills. Strong team-oriented focus. Ability to work with a diverse IT and customer population. Must be able to sit for long periods of time. Must be able to work in shared, cubicle setup. Note: This job description/performance appraisal may not describe all job functions. They may change from time to time.