EHR Medical Records Team Lead

EHR Medical Records Team Lead

Location: Swift Square One
Job type: Fixed Term

Overview of role: 

Overview of Role The Medical Records Team Lead will play a pivotal role in supporting the Cúram Electronic Health Record (EHR) implementation across UPMC Ireland. You will report to the EHR Clinical Stream Lead. This role leads the implementation of key inpatient clinical applications, including the HIM and Scanning / Archiving) capabilities. The Medical Records Team Lead acts as the application champion at the group level and ensures alignment of system functionality with a wide range of stakeholders and associated clinical workflow requirements. This role provides strategic and tactical leadership for the Medical Records workstream, ensuring alignment with clinical operations, financial systems, and overall programme goals. The individual will act as a subject matter expert (SME) in medical record functions to ensure a smooth, efficient, and sustainable transformation of medical records and associated operational functions. This is an ideal opportunity for a medical records expert who understands the intersections of medical records operations, and health IT systems. Reports to the Clinical Stream Lead. Collaborates closely with relevant operational stakeholders, other Stream and Workstream leads, workstream members, change management, and communications teams.

Primary Duties and Responsibilities: 

General Accountabilities 
You will have responsibility for delivering the new medical records workstream within UPMC Ireland. You will implement the programme within the project scope and governance, including identification of your stream’s stakeholders. You will establish your project team and allocate responsibilities. You will collaborate with the other clinical workstream leads where required.  
For the workflows to be deployed, you will be responsible for the end-user experience, the provider facing modules, milestone tracking and reporting workstream status and issues, risks and benefits. You will lead the decision-making process towards the resolution of issues impacting your workstream alongside the Clinical Stream Lead. Additionally, the role includes contributing to the documentation of workflows, system configurations, and testing outcomes to support a seamless end-user experience. 

Team Leadership & Stakeholder Engagement: 

• Serve as the primary liaison to clinicians, supporting staff and Medical Records representatives, ensuring system design meets clinical documentation and workflow needs. 
• Leads Medical Records engagement sessions, adoption planning, and go-live readiness efforts. 
• Recommend policy changes and process improvements related to Medical Records use of the system to drive efficiencies and improve outcomes. 
• Coordinate a cross-functional Medical Records implementation team across Medical Records teams during the transition. 
• Facilitate regular workgroup meetings, track milestones, document decisions, and escalate risks. 
• Act as a liaison between Medical Records and the EHR implementation team. 
• Support development of training materials and assist with education for Medical Records and other relevant end-users. 
• Provide hands-on support during go-live and stabilisation phases, ensuring continuity of Medical Records operations and rapid issue resolution. 
• Collaborate with the training team to ensure Medical Records staff and other relevant users are adequately trained on Medical Records workflows within Meditech and associated applications. 
• Support the planning and delivery of handover training to the future EHR BAU team members. 
• Collaborate with Medical Records governance to support ongoing optimization and training needs. 

Workflow & System Design: 

• Collaborate with medical record and technical teams to support end-to-end integrity across modules. 
• Act as the subject matter expert (SME) for Medical Records-related functions in MEDITECH including HIM, Scanning / Archiving. 
• Collaborate with MEDITECH analysts and operational leaders to design and validate Medical Records workflows within MEDITECH Expanse. 
• Review system functionality related to Medical Records functions. 
• Ensure Medical Records operational workflows translate effectively into clinical and associated financial processes. 
• Support the integration of medical record workflows with financial processes to ensure Medical Records integrity and optimised workflows alongside clinical and quality compliance requirements. 

Implementation Support, Data Validation & Testing: 

• Oversee Medical Records system configuration, data migration validation and integration with existing or planned enterprise platforms where applicable. 
• Lead testing activities for Medical Records modules, including integrated and user acceptance testing (UAT). 
• Identify and troubleshoot issues in collaboration with IT, finance, and clinical teams. 
• Ensure Medical Records-facing modules are integrated with other clinical systems (e.g., lab, imaging, pharmacy) to support seamless care delivery and documentation. 
• Validate statutory, management and operational reporting requirement delivery for Medical Records functions. 
• Champion change management among Medical Records, addressing workflow impacts, practice changes, and documentation requirements. 
• Facilitates standards development processes and actively engages Medical Records SMEs in design and optimization discussions. 
• Support the identification of appropriate hardware solutions for Medical Records staff in their operational settings. 

Documentation & Governance: 

• Maintain accurate and up-to-date project documentation, including current state/future state maps, risk/issue logs, decision registers, benefits registers, and change logs. 
• Support governance processes by preparing materials for the Clinical Design Forum and senior management meetings. 
• Define and track key performance indicators (KPIs) for Medical Records readiness, adoption, and post-go-live performance. 
• Assist in documenting lessons learned and continuous improvement initiatives. 
• Ensure compliance with statutory and regulatory requirements related to clinical safety and digital health. 

• Diploma or degree in Health Information Management or related field. 
• Minimum 3 years of experience in HIM or medical records in a healthcare setting, with at least 2 years in a supervisory or team lead capacity. 
• Minimum 2 years’ experience supporting or contributing to departmental implementations (preferably involving ERP/EHR platforms) 
• Strong understanding of electronic documentation standards, privacy legislation and HIM best practices. 
• Strong project coordination, stakeholder engagement, and change management skills. 
• Strong analytical thinking, problem-solving, and interpersonal skills with the ability to work across clinical and operational teams. 
• Experience implementing MEDITECH medical records capability or equivalent capabilities with other major EHR systems (e.g., Epic, Oracle Health). 
• Familiarity with clinical documentation improvement (CDI) initiatives, transcription systems, and HIM analytics. 
• Knowledge of clinical decision support, change management methodologies (e.g., Prosci, ADKAR), and regulatory requirements (e.g., documentation standards, medication safety protocols). 
• Skilled in change management, workflow redesign, and HIM policy development in the context of system transformation. 

UPMC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

At UPMC we provide a total rewards program that is not only market competitive, but fair and provides growth opportunities for all our colleagues.

Compensation – Competitive pay for the work employees do – base pay, performance related pay and premium pay where applicable.

Benefits – Fully paid maternity and paternity leave for new parents. Competitive Pension Plan, company funded Death in Service Benefit x 3 times. Critical Illness cover for all employees up to the age of 66.

Performance and Recognition – Rewards for performance that supports the goals and mission of UPMC through our annual ACES programme.

Work-Life Balance – Enhanced annual leave up to a maximum of 27 days. Flexible working opportunities to support you to work around external family commitments.

Development and Career Opportunities – Opportunities for each employee to reach their career goals through continued learning and/or advancement.

About UPMC           

UPMC is a renowned multinational academic medical centre committed to delivering people-focused care that’s close to home. Headquartered in Pittsburgh and affiliated with the University of Pittsburgh Schools of the Health Sciences, UPMC shapes the future of health through clinical and technological innovation, research and education. UPMC expands its expertise globally, bringing world-class care across continents through its UPMC International division — an owned and operated network of hospitals and ambulatory care centres in Italy, Ireland and Croatia. UPMC International brings new access to the signature specialty services of UPMC Hillman Cancer Centre, UPMC Sports Medicine and others to more people in more places around the world.

In Ireland UPMC has provided high-quality healthcare in the South East since 2006. UPMC’s operations in Ireland now include UPMC Whitfield Hospital in Waterford, UPMC Sports Surgery Clinic in Dublin, UPMC Kildare Hospital in Clane, and UPMC Aut Even Hospital in Kilkenny. Outpatient care is available at the UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapy locations in Waterford and Cork, UPMC The 4th Practice in Mallow, and across UPMC Sports Medicine Clinics in Dublin, Waterford, Limerick, Tipperary, Cork, and Mayo. UPMC has also established a nationwide Concussion Network.  UPMC's Global Technology Operation Centre is based in Kilkenny.