The Role
Manage and maintain Epic scheduling templates and daily provider schedules to optimize patient access and clinic productivity. Coordinate with clinical and operations leadership to process schedule changes, track appointment availability, document scheduling SOPs, ensure regulatory and ADA/HIPAA compliance, and support staff communication. Provide training and continuous improvements to scheduling workflows.
Summary Generated by Built In
POSITIONSUMMARY
The Epic Administrator (EA) is a position which actively supports the clinical operations of PPGNY to improve service to providers and patients seeking care. This position engages with relevant staff to accelerate access and productivity-related enhancements to improve provider and patient experience. Must understand nuances between physician, advance practice clinician, and nursing schedule templates.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES
Appointment Template Management (60%)
· Participate in the development and implementation of the design of daily schedule and provider templates that enhance patient access and scheduling workflows.
· Provides continued maintenance to ensure that provider templates align
PPGNY guidelines, regulatory requirements, and best practices.
· Understands and applies knowledge of clinical operations in order to work collaboratively with Operations and Clinical Leadership and facilitate communication and coordination between departments to optimize scheduling efficiency.
· Fulfills schedule change requests quickly and accurately, consistently seeking opportunities to utilize best practice strategies and techniques. Responsible for communicating schedule changes to providers and appropriate staff.
· Ensure that vacation schedules align with organizational and site-specific objectives and agency policy.
· 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
Documentation and Data: (20%)
· Maintain accurate and up-to-date documentation of scheduling processes and procedures.
· Track and monitor appointment availability within the electronic health record.
· Maintain/update scheduling SOP and other job tool
Other (20%)
· 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 changing and/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.
· Ability to work independently as well as collaboratively with a diverse team from all organizational levels and build consensus through negotiation and diplomacy.
REQUIRED QUALIFICATIONS
- Minimum education:
- Minimum experience:
High School diploma or equivalent required; associates degree preferred.
Minimum of two years of professional varied work experience, preferably in a community or health care setting.
Comfortable working in an Electronic Health Record; Epic scheduling and template building experience required.
Comfortable working in the Microsoft Office Suite (Outlook, Excel, Teams, etc.)
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.
Schedule
- Monday-Friday 9am-5pm
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.
Skills Required
- High School diploma or equivalent
- Associates degree
- Minimum of two years of professional work experience, preferably in community or health care
- Epic scheduling and template building experience
- Comfortable working in an Electronic Health Record
- Proficient in Microsoft Office Suite (Outlook, Excel, Teams)
- Familiarity with creating and customizing scheduling templates within Epic
- Excellent communication, customer service, interpersonal, and written skills
- Strong attention to detail, organizational and time management skills
- Ability to work flexible or extended schedule, including evenings and weekends as needed
- Proof of immunization or immunity to required communicable diseases (per NYC DOHMH, NYSDOH, OSHA)
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The Company
What We Do
Planned Parenthood of Greater New York (PPGNY) is a leading provider of sexual and reproductive health services and information in New York State. Operating 30 health centers from Brooklyn to Ithaca, PPGNY serves as a fierce advocate and committed partner to advance equity and improve health outcomes for all, regardless of age, gender identity, immigration status, or ability to pay.
