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 for 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 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.

- Proactively identify and address scheduling issues

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, polices and standards

· Practices in the areas of ADA and regulatory compliance programs such as HIPAA.

· Performs other educational and experiences related duties as required.

CORE COMPETENCIES

• A demonstrated commitment to PPGNY’s mission related to bodily autonomy, health equity, gender and racial justice
• A demonstrated commitment to learning about and enhancing practices related to racial equity and its impact on healthcare systems
• Strong relationship building and communication skills, including an ability to work and build trust across cultural differences related to race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin or ability; and to reflect on one’s personal identity with humility
  

REQUIRED SKILLS/ABILITIES:

• Interpersonal
  

· Excellent customer service and communication skills· Ability to remain focused and calm in stressful situations· Excellent interpersonal and verbal skills· Superior oral and written communication skills· Ability to develop and maintain effective, professional relationships with internal and external stakeholders· 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 record· Familiarity with creating and customizing scheduling templates, and other relevant tasks within the EPIC system.

• Work Habits/Attributes
  

· Keen attention to detail· Excellent organizational skills· Outstanding time management skills, including the ability to work under deadlines.· The ability to produce high quality work in a fast-paced environment with changingand/or competing priorities.· Ability to exercise sound judgment and independent decision-making skills.· Ability to produce reliable, high-quality work with minimal direct supervision.· Ability to exercise discretion in the handling of confidential information.· Ability to work a flexible or extended schedule, including evenings and weekends, as operational demands require.

REQUIRED QUALIFICATIONS

• Minimum education:
  

· Graduation from an accredited college or university.

• Minimum work experience:
  

· Minimum of two years of professional varied work experience, preferably in a community or health care 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. Visual acuity is sufficient to perform frequent work on a computer screen and review printed reports and other materials. Requires the ability to hear and to communicate orally with others. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets, and will require reaching, grasping, pushing and pulling
  

TYPICAL WORKING CONDITIONS:

• This job operates in a professional office environment. Potential exposure to communicable diseases and other conditions in a health center environment. Requires flexible schedule and during peak activity periods work in excess of 7.5 hours per day and/or 37.5 hours per week
  

PPGNY's benefits package includes:

Generous PTO and holiday schedule

Medical, dental and vision coverage options for you and eligible dependents

FSA, HSA, Commuter pre-tax reimbursement funds

Short- and Long-Term Disability, Free Basic Life and AD&D

401(k) Retirement Plan with Safe Harbor contributions after 1 year of employment

All positions at PPGNY require:

Proof of immunization or immunity to certain communicable diseases (including influenza during the flu season and Covid-19) and testing for tuberculosis. These certifications are required by the NYC DOHMH Health Code, NYSDOH and OSHA.

Planned Parenthood of Greater New York (PPGNY) is a leading provider, educator, and advocate of sexual and reproductive health care in New York State. PPGNY is proud to provide a wide-range of family planning services at our brick-and-mortar health centers and mobile care units. We care for everyone regardless of their immigration status, zip code or ability to pay. PPGNY’s education and outreach programs are backed by medically accurate, evidence-based information that allows people to make informed decisions about their health and future. As a voice for reproductive freedom, PPGNY supports legislation and policies that ensure all New Yorkers have access to the full range of reproductive health care and education.

At PPGNY, we provide the absolute best care to our patients and our communities through innovative health care delivery and education programming. We care for everyone who walks through our doors regardless of insurance, ability to pay or immigration status. As a leading voice for reproductive freedom, PPGNY fiercely advocates for policies to ensure that all New Yorkers will have access to the full range of reproductive health care services and information.

PPGNY is committed to diversity, equity, and inclusion. We believe we are most impactful when people with a wide range of backgrounds, experiences, and identities come together with common purpose. We encourage candidates from all backgrounds to apply.