Public Records Program Analyst

Public Records Program Analyst

Req #: 224468

Department: School of Medicine

Job Location: Hybrid Eligible

Posting Date: 7/182023

Closing Info: Open Until Filled

Salary: $4,887 - $5,834 per month 

Other Compensation:

Shift: First Shift

Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.

The UW School of Medicine has an outstanding opportunity for a Public Records Program Analyst (payroll title “Compliance Analyst”) (“Analyst”).

This position is primarily responsible for supporting UW Medicine’s response to public records requests under the Washington State Public Records Act and in support of UW Medicine’s mission. The Analyst plays a critical role in maximizing the efficiency and effectiveness of the UW Medicine public records program. The Analyst will directly report to the Public Records Program Manager (“Manager”). The Analyst will be independently responsible for duties related to UW Medicine’s compliance with the Public Records Act, including collecting, reviewing, and submitting responsive records.

UW Medicine is committed to working together to become an antiracist institution to deliver on our mission to improve the health of the public by ensuring that policies and practices address issues related to diversity, equity, inclusion, and social and health justice. We will deliver on this commitment through our dedication to actively fostering a diverse, inclusive community where everyone can grow and thrive. With purpose and thoughtfulness, we are actively working to create a community that encourages participation and collaboration, values each individual’s unique contributions, and recognizes that diversity, equity, and inclusion are prerequisites to excellence.

For more information on UW Medicine, including the UW School of Medicine, please see the UW Medicine Overview: https://depts.washington.edu/uwmmktg/uw-medicine-overview/.

The UW Medicine Public Records Program is part of the Clinical Business Affairs (“CBA”) Office, which is responsible for strategic, legal and business oversight for UW Medicine. The UW Medicine Public Records Program coordinates with the University of Washington Office of Public Records & Open Public Meetings to respond to all public records requests directed to UW Medicine hospitals and clinics to meet the University’s compliance obligations under the Public Records Act.  UW Medicine hospitals and clinics regularly has over 30 active requests, each of which requires attentiveness to healthcare-specific exemptions, including protected health information and quality improvement information.

The Analyst is responsible for coordinating responses to public records requests. This requires regularly communicating with a variety of internal constituencies across UW Medicine, as well as the University of Washington to collect and submit records. The Analyst must anticipate concerns; provide fast, accurate, and thoughtful replies to requests, following up on action items and coordinating to meet highly sensitive deadlines. The Analyst must exercise good judgment, have a professional demeanor, and take the appropriate initiative and discretion within the scope of the position. The Analyst is expected to demonstrate high ethical standards and personal integrity, detail-oriented thinking, resourceful and results-oriented mindset, and excellent interpersonal and communication skills (both written and oral).

POSITION RESPONSIBILITIES

• Independently oversee a number of public records requests assigned to UW Medicine hospitals and clinics.
• Work directly with the University Office of Public Records to establish due dates, clarify complex records, provide responsive records to assigned public records requests, ensuring all components of the requests have been met.
• Review requests to determine where UW Medicine hospitals and clinics may have offices and individuals with documents that fit within the scope of a specific request (“responsive records”).
• Communicate with individuals in possession of records regarding the University’s obligations under the Public Records Act and advise on how to gather responsive records.
• Provide written notice of public records requests to individuals across UW Medicine hospitals and clinics and work with them to assure all responsive records are identified and collected.
• Provide technical assistance to individuals across UW Medicine hospitals and clinics in their search for and production of records in response to public records requests.
• Independently review and analyze all records for certain types of information or data that may be exempt under the Public Records Act, or other Washington State or Federal law, or require third-party notification, including but not limited to, protected health information; quality improvement and peer review information; and information considered confidential and proprietary.
• Participate and support the development and maintenance of public records educational materials for UW Medicine personnel.
• Participate in providing public records training for UW Medicine personnel.
• Participate and support the development, implementation, and maintenance of processes, procedures, and guidelines related to the UW Medicine public records program.
• Perform other projects and tasks related to the Clinical Business Affairs Office as assigned.

MINIMUM REQUIREMENTS

• Bachelor’s degree or equivalent years of higher education and/or work experience.
• 2 years of work experience.

Equivalent education and/or experience may substitute for minimum requirements.

ADDITIONAL REQUIREMENTS

• Strong organizational skills and demonstrated ability to work under pressure of frequent deadlines, prioritizing multiple tasks.
• Excellent oral and written communication skills.
• High attention to detail.
• High level of tact, discretion, and diplomacy, including ability to handle confidential information.
• Customer service oriented.
• Demonstrated ability to think critically and problem solve independently.
• Commitment to valuing diversity and contributing to an inclusive working and learning environment.
• Demonstrated ability to maintain positive, ethical, and professional working relationships with individuals from a wide variety of backgrounds.
• Experience using Microsoft Office or equivalent (e.g., Outlook, PowerPoint, Word, Excel).

DESIRED REQUIREMENTS

• Knowledge of the Washington State Public Records Act.
• Washington Association of Public Records Officers’ (WAPRO) Certification.
• Public records, paralegal or other legal experience.
• Knowledge of the Health Insurance Portability and Accountability Act (HIPAA).
• Project management experience working with cross-functional and complex teams.
• Experience working with underrepresented students, faculty, staff, and/or patients in a university, healthcare, or similar setting.
• Experience with using cloud-based tools (e.g., SharePoint, Teams, OneDrive).