Business Systems Specialist

Department: Business Systems Status: Full-Time Reports To: Business Systems Manager

Position Summary

The Business Systems Specialist keeps the business applications used across the practice - EHR, practice management, HR, and financial systems - stable, accessible, and well used. The role covers the full request cycle: first-line support and user administration, gathering requirements from clinical, revenue cycle, and administrative teams, configuring and testing changes, and building the reporting that follows. The Specialist is also the escalation point for issues that need root-cause analysis rather than a quick fix.

Essential Duties & Responsibilities

Support & Access

• Serve as first-line responder for the EHR, practice management system, and related platforms; triage tickets, resolve routine issues, and escalate or diagnose the rest, documenting steps taken.
• Provision, modify, and deactivate user access across systems; maintain permission matrices against access control standards.
• Travel to clinic locations as needed to resolve issues on site, and support clinics, physicians, and administrative staff in a professional, service-oriented manner.

Requirements, Configuration & Testing

• Gather business requirements from clinical, revenue cycle, and administrative departments and translate them into functional specifications.
• Configure EHR, practice management, and business systems to approved specifications; build and run test plans and coordinate user acceptance testing.
• Serve as liaison between end users and vendor or development teams; lead patch testing and release validation.

Data & Reporting

• Build and maintain operational reports and dashboards for clinic, revenue cycle, and leadership use.
• Monitor data integrity across integrated systems and investigate discrepancies.
• Follow HIPAA, PCI, and internal data security standards in every system interaction.

Documentation & Training

• Create and maintain end user documentation, quick reference guides, and workflow maps.
• Deliver one-on-one and small group training on system functionality and best practices, and support change management during rollouts.

Escalation, Root Cause & Acquisitions

• Diagnose failed integrations and sync errors, and design the permanent correction; track recurring issues and recommend fixes over repeat workarounds.
• Support workflow, data, and system alignment for newly acquired entities, including access setup for new sites.

Qualifications

• Bachelor's degree in information systems, health informatics, business, healthcare administration, or a related field, or an equivalent combination of education and experience.
• Two or more years of business systems, applications, or health information systems experience, including requirements gathering.
• Healthcare or multi-site organization experience preferred.
• Working knowledge of EHR/practice management systems, integrations, and reporting tools.
• Advanced Microsoft Excel (formulas, pivot tables, data validation).
• Familiarity with ADP Workforce Now, Sage Intacct, or comparable HRIS/ERP platforms preferred; experience administering Microsoft 365 (user management, Teams, SharePoint) preferred.
• Strong analytical, documentation, and communication skills; able to manage several concurrent requests.

Work Environment & Physical Requirements

• Primarily office-based with travel between clinic locations; occasional extended hours during system implementations and rollouts.
• Ability to sit, stand, and work at a computer for extended periods; occasional lifting up to 25 lbs.

Core Competencies

Analytical thinking · Attention to detail · Problem solving · Discretion with confidential data · Communication · Collaboration · Follow through · Technical proficiency