Epic Application Coordinator

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.