The Records Management Analyst is responsible for the comprehensive administration, maintenance, and preservation of Central Health’s records management program. This role ensures adherence to organizational policies, healthcare accrediting standards, and all applicable state and federal laws governing hospital districts, including the Texas Local Government Code Chapters 201-205 and rules/guidance from the Texas Library and Archives Commission. The Records Management Analyst will play a key role in designing, building, and continuously developing an effective records management framework, collaborating across various departments and serving as a primary point of contact for records-related functions. This position is critical to safeguarding institutional information, promoting efficient information governance, and ensuring legal and regulatory compliance.

Essential Functions:

• Develops, reviews, recommends, revises, and manages compliance with Central Health’s Records Management resolution, and policies in accordance with health care accrediting standards, and applicable state and federal laws governing hospital districts.
• Conducts annual records review and update to the Records Management policy, Records Retention Schedules, data classification and for recommending updates based on changes in regulations and best practices.
• Develops and contributes strategic plans for records and information management practices across the organization.
• Establishes and promotes best practices for records management, electronically stored information (ESI), and information governance.
• Defines records management goals and objectives, develops tactical plans for successful execution, and manages the tracking of progress.
• Coordinates research and facilitates responses to requests related to records and information controls.
• Collaborates with compliance and legal counsel to develop and implement legal hold processes.
• Assists in responding to internal and external requests for information, which may involve locating and providing archived records.
• Provides routine reports on records management activities and findings to executive management and key stakeholders.
• Participates in and performs risk assessments and audits to identify, measure, monitor, and control risks related to records management.
• Ensures compliant processes for the destruction of records, adhering to applicable state and federal laws governing hospital districts, contractual obligations, and established records retention policies and procedures.
• Collaborates with Joint Technology stakeholders on the strategic management of content management systems, including document management systems, records management system, email, and other communication archiving solutions.
• Partners with operational stakeholders to develop and provide effective support for records and information management requirements.
• Designs, develops, and implements records management instructional programs, training, awareness campaigns, and communication materials to facilitate organizational compliance.
• Participates in the definition of procurement specifications and requirements, vendor reviews, and system selection efforts to ensure new systems conform to Information Governance standards.
• Assists in the preparation of the records management program budget.
• Supports records management reporting, including financial reports, contract monitoring, compliance, and performance measurement reports.
• Administers inventory audits of both physical and electronic records to ensure accuracy and compliance.
• Stays current with best practices for archival, records management/records management technology, as well as current legislation, and any other legal policy, which may impact agency records.
• Manages contracts with third-party records storage and shredding services to ensure secure and compliant operations.

Knowledge, Skills and Abilities:

• Knowledge of enterprise content management (ECM) platforms and data retention automation tools 
• Knowledge of federal and Texas records management laws, including the Texas Public Information
• Act, HIPAA Privacy and Security Rules, and TSLAC guidelines and standards 
• Understanding of healthcare operations, privacy practices, and medical records requirements 
• Strong attention to detail and accuracy 
• Excellent verbal, written and communication skills 
• Excellent organizational skills 
• Work independently while managing multiple priorities and deadlines
• Proficient in Microsoft Office Suite 
• Critical thinking/problem solving 
• Ability to provide data and recommend process improvement practices 
• Adapt to evolving regulations, technologies, and organizational priorities 
• Collaborate effectively across departments with both clinical and administrative personnel 
• Maintain confidentiality and handle sensitive information with discretion 
• Familiarity with information governance and electronic recordkeeping systems

Minimum Education:

• Bachelor's Degree (higher degree accepted) Information Management, Health Information Technology, Public Administration, or a related field

Minimum Experience:

• 4 years Experience in a medical office or medical environment Required And
• 4 years Experience in records or information management Required And
• 2 years Experience with Epic EHR system preferred Required And
• 2 years Experience working with publicly funded healthcare systems or local government entities Required