Public Records Analyst

Job Description

UW Medicine has an outstanding opportunity for a Public Records Analyst to join their team. ABOUT UW MEDICINE – WHERE YOUR IMPACT GOES FURTHER UW Medicine is Washington’s only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals. All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored. Nearly 29,000 healthcare professionals, researchers, and educators work in the UW Medicine family of organizations that include Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Medicine Primary Care, UW Physicians, UW School of Medicine and Airlift Northwest. The UW School of Medicine (SoM), founded in 1946, is a leading public medical institution serving the five-state WWAMI region (Washington, Wyoming, Alaska, Montana, and Idaho). With a mission rooted in improving the health of the public, the School of Medicine unites a deep commitment to primary care and rural health with cutting-edge specialty care and world-class biomedical research by educating physicians, researchers, and allied health professionals. The records program is within UW Medicine Regulatory & Business Affairs Office and supports records management for the SoM as well as public records response coordination and processing for the SoM and the UW Medicine hospitals and clinics (Hospitals & Clinics). Records in all formats that are prepared, owned, used or retained by University employees are public records that can be requested under the Washington State Public Records Act (PRA). The UW Medicine records program coordinates with the UW Office of Public Records (UW OPR) to respond to all public records requests directed to UW Medicine, specifically for the 31 academic departments within the SoM, the administrative units within the Dean's Office, and the Hospitals & Clinics. The position of Public Records Analyst serves in a consultative capacity to SoM departments, Dean's Office units, and Hospital & Clinics units to meet the University's compliance obligations under the PRA. These records requests are often some of the more complex or sensitive requests received, and this position provides key assistance in maintaining UW Medicine’s efficient and effective responses to public records requests as request loads continuously increase. Under the general guidance of the Assistant Director of the SoM Records Program and in accordance with established protocols, the Public Records Analyst independently performs important responsibilities related to the University’s compliance with the PRA, including regular and timely coordination with other units. This position will work in close consultation with other UW Medicine Compliance Analysts in determining whether records reside within one or more SoM academic departments (or Dean's Office Units), within hospital and clinics units or a combination of the two. This determination routinely requires research and coordination with SoM academic departments, Dean's Office units and a variety of internal constituencies across UW Medicine. The position also identifies PRA exemptions and determines whether records may not be subject to the PRA because the record holder works at and maintains records owned by an affiliate not subject to Washington state law. The Public Records 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 Public Records Analyst must exercise good judgment, have a professional demeanor, and take the appropriate initiative and discretion within the scope of the position. The Public Records 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). DUTIES AND RESPONSIBILITIES Public Records Requests – 70% Perform public records request coordination tasks for UW Medicine and additional tasks associated with responding to requests for public records as assigned. Independently oversee all aspects of a caseload of public records requests for UW Medicine. Coordinate with Assistant Director to clarify how to reasonably interpret the language of complex records requests and draft communications to UW OPR. Review requests of a high degree of complexity and determine which departments, Dean's Office units, and/or Hospitals & Clinics units may have current or former faculty, Apply tot his job Apply To this Job