Epic Administrator

POSITION SUMMARY

The Epic Administrator (EA) is a hybrid position which actively engages with various teams to strategize and achieve organizational objectives while ensuring timely availability of appointment templates in the electronic health record and overseeing the development, maintenance, and utilization of templates, efficient scheduling practices, and provision of EPIC end user training. The EA is responsible for ensuring adherence to schedules and appointment templates guidelines.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Appointment Template Management (50%)

• Oversee the creation, modification, and maintenance of electronic health templates within the Epic system.
• Ensure templates align with PPGNY guidelines, regulatory requirements, and best practices.

• Work in collaboration with Health Center Leadership teams to ensure that appointment templates are available in the electronic health record (EPIC) in a timely manner.
• Facilitate communication and coordination between various departments to optimize scheduling efficiency.
• Collaborate with center managers/directors to coordinate and approve vacation scheduling for healthcare providers and sonographers.
• Ensure that vacation schedules align with organizational and site-specific objectives.

Communication and Collaboration (20%)

• Communicate and collaborate effectively to ensure seamless integration of scheduling processes across PPGNY.
• Identify and address scheduling issues promptly, working closely with relevant stakeholders to find effective solutions.
• Proactively troubleshoot and resolve scheduling conflicts to minimize disruptions to workflow.
• Partner with Health Center Management to develop and implement strategies that achieve organizational objectives and productivity standards.
• Notify center managers, directors, and relevant personnel of any staffing changes promptly.
• Ensure seamless communication regarding changes to maintain operational continuity.

Training and Support (10%)

• Provide training and support to end-users on Epic functionalities.
• Develop training materials and documentation to assist staff in utilizing the scheduling system effectively.

Documentation and Data (10%)

• Maintain accurate and up-to-date documentation of scheduling processes and procedures.
• Generate reports to analyze scheduling metrics, identify trends, and make recommendations for improvement.
• Track and monitor appointment availability within the electronic health record.
• Utilize data and reporting tools to assess appointment availability trends and address any gaps or concerns.

Other (10%)

• Meets Clinical Services Standards of Behavior.
• Completes all responsibilities according to established protocols, policies, and standards.
• Practices in the areas of ADA and regulatory compliance programs such as HIPAA.
• Performs other educational and experience-related duties as required.

CORE COMPETENCIES

• A demonstrated commitment to PPGNY’s mission related to bodily autonomy, health equity, gender, and racial justice.
• Strong relationship building and communication skills, with the ability to work and build trust across cultural differences.

REQUIRED SKILLS/ABILITIES

Interpersonal

• Excellent customer service and communication skills.
• Ability to remain focused and calm in stressful situations.
• Superior oral and written communication skills.
• Ability to work effectively as part of a team.

Technical

• Proficient in Microsoft Office Suite or similar software.
• Familiarity with Microsoft Excel.
• High degree of comfort with electronic health records.
• Familiarity with creating and customizing scheduling templates in the EPIC system.

Work Habits/Attributes

• Keen attention to detail.
• Excellent organizational skills.
• Outstanding time management skills.
• Ability to exercise sound judgment and independent decision-making skills.

REQUIRED QUALIFICATIONS

• Minimum education: Graduation from an accredited college or university.
• Minimum work experience: Two years of professional varied work experience, preferably in a community or healthcare setting.

TYPICAL PHYSICAL DEMANDS

• Requires prolonged sitting and repetitive tasks including use of a computer. Periodic standing, walking, bending. Requires lifting or moving of up to 15 pounds.

TYPICAL WORKING CONDITIONS

• This job operates in a professional office environment with potential exposure to communicable diseases.

PPGNY's benefits package includes:

• Generous PTO and holiday schedule
• Medical, dental and vision coverage options for you and eligible dependents