Position Title : Epic Application Coordinator
Background :
Technology Services and Solutions requires Epic Application Coordinator resources for the
implementation and post-live stabilization and optimization of Regional Medical Center (RMC),
a facility that in the process of being acquired by the County of Santa Clara. The expectation at
the onset of the go-live of this hospital slated for first quarter of 2025 is that Epic (HealthLink)
will be used as the Electronic Medical Record. For this to be accomplished, there is a crucial
need for contractors to help support this implementation. A typical timeframe for a similar
implementation would be 9-12 months and we are hoping to accomplish this in a period of less
than 6 months with an already overburdened HealthLink team.
Key Responsibilities :
This implementation will require discovery and scoping in collaboration with current and new
operational leadership based on workflows currently used at county and those already in place
at RMC. Contractors will be expected to work alongside in-house county staff to :
Identify and document business and technical requirements
Define, document and execute new or revised workflow build within the system
Maintain, document and build integration workflows with third party applications
Test accuracy and viability of defined workflows and build
Assess success of implementation and assist in resolution of issues post go-live to
stabilize project
Provide guidance on workflow and build optimization for future phases of the project
Typical Tasks :
Interviewing end-users and stakeholders to create business, functional and technical
requirement documents based on captured data in accordance with departmental
protocols / standards
Supporting the process of making the best decisions associated with the
configuration options available within the Epic software
Analyzing business operations and investigating end-user preferences while making
build decisions with standardization in mind
Recommending process improvements and enhancements for better operational
performance and implementing those recommendations within the Epic system
Maintaining regular communication with operations, Epic representatives and county
staff by participating in relevant project and team meetings
Attending / coordinating meetings to perform ongoing review of end user issues with
workflows and system capabilities
Adhering to change management, data migration and peer review guidelines
Ensuring interoperability between Epic applications and other supporting
applications, including consideration of inbound and outbound interfacing functions
Designing, developing, modifying and implementing testing processes including
scripts, recording of results and facilitating end-user testing
Providing information to instructional designers to facilitate training
Documenting work time and progress according to department procedures, such as
through remote activity logs and build tracking documents
Qualifications and Success Factors :
Experience :
3+ years of Epic application build and Epic implementation experience at a health system
Educational Requirements :
A team of contractors will be needed that have certifications, accreditations and / or proficiencies
in one or more of the below applications. When submitting candidates, the certification,
accreditation and / or proficiency should be clearly identified to meet one of the application
category sets below :
Applications Covered Certification / Accreditation / Proficiency
needed
1 Radiant - Radiant
2 Willow - Willow Inpatient, Willow Inventory
3 PB - Professional Billing and / or Professional Billing
Claims, Charge Router
4 OpTime - OpTime, Anesthesia
5 Inpatient -ASAP / ClinDoc
6 HIM -HIM ROI, HIM Hospital Coding, HIM
Deficiency Tracking
Desirable Qualifications :
Experience in business analysis and project management
Epic implementation at a health system / hospital
Experience with safety net hospitals
Ability to lead and take ownership of assigned tasks with minimal guidance
Ability to translate business need with technical requirements and vice versa
Contract Term : 6 months
Requesting Department : TSS Health system
On-Site Requirements : Remote, unless candidates are local to the Bay Area.