EMR Operations Coordinator

The EMR Operations Coordinator supports the effective use and optimization of PPSWO’s Electronic Medica Record (EMR) system across the affiliate. This role is essential to ensuring clinical and administrative staff can document, access, and manage patients’ information efficiently, securely, and in alignment with our mission to deliver high-quality, equitable care. This role works closely with the Patient Services Administrative team to ensure efficient procedures and policies are in place to support the delivery of optimal services and assists health center staff to maximize the electronic patient management system to ensure the highest quality care and services for patients.

ESSENTIAL FUNCTIONS

Epic System Support

1. Serve as the first point of contact for EMR-related questions, issues, and troubleshooting for affiliate end users.
2. Review and document monthly and annual updates to Epic
   1. Review updates with PS Admin staff to develop instructions for implementation.
   2. Communicate updates and instructions for implementation to staff in a timely manner.
   3. Triage the Annual Epic Systems update for relevant information in the following areas
      1. Patient Access
      2. Ambulatory/Clinical
      3. Willow
      4. Reporting
      5. Rev Cycle
3. Track, present, and submit optimizations for Epic improvements in collaboration with the Patient Services Administration Team.
4. Troubleshoot Epic issues prior to submitting tickets to determine a solution or temporary workaround to ensure health center flow is not affected. Collaborate with IT and affiliate vendors as necessary.
5. Support the development, implementation, and archival of all template patterns as needed based on use.
6. Update and review provider subgroups and session limits monthly to ensure compliance with provider skills sign offs.
7. Supervise and manage work queues within Epic including but not limited to patient overlays, duplicate patients, and guarantor association work queues.
8. Attend applicable workgroup and committee meetings pertinent to job role.

 

Epic Training Management

1. Deliver the training program for Epic use across the affiliate, ensuring that new staff are trained according to curricula and job role.
2. Remain current in all Epic updates.
3. Collaborate with the Training Center and Education to maintain all Epic training curricula needed for Epic training.
   1. Update training materials monthly in accordance with Epic Migration Updates
   2. Update training materials annually in accordance with the Epic Systems update.
   3. Update training materials as needed when changes to workflows or PPSWO policy occur.
4. Collaborate with the Health Center Managers to ensure staff are adequately trained on system updates prior to roll out.
5. Ensure training is consistent among staff using affiliate and BetterHealth created tools.
6. Act as affiliate’s optimization submitter for BetterHealth. For approved optimizations, develop plan for rollout, including training and implementation.
7. Maintain Epic manual and applicable policies; updates as needed.
8. Attend BetterHealth community meetings and office hours.
9. Serve on BetterHealth committees as representative of the affiliate.
10. Manage and update the EMR Manual for staff use.
11. Identify opportunities to streamline processes and reduce administrative burden.

 

Patient Services Administration

1. Manage online appointment scheduling platform by ensuring the platform matches PPSWO’s workflow and services, submit updated mapping templates and information when changes occur, ensure health center information is correct, add or remove providers/locations as needed, ensure unmapped appointments are fixed, audit the scheduling features semi-annually and as needed, attend workgroups, inform patient services administration of opportunities for optimizations and/or issues.
2. Manage department forms in compliance with PPFA accreditation standards and PPSWO’s policy.
3. Manage, coordinate, and assist with policy review and updates for Patient Services.
4. Maintain confidentiality and uphold organizational data governance policies.
5. Support the adherence to HIPAA and other regulatory requirements related to electronic patient information.

Minimum Qualifications

• Knowledge of and experience with Epic.
• Demonstrated ability to be responsive to changing priorities and simultaneously handle multiple complex initiatives. Strong attention to detail.  
• Ability to be flexible and change course as needed. 
• Able to work flexible hours, including some evenings and weekends.
• Able to travel to centers for regular visits and/or meetings as needed.
• Have reliable transportation, valid driver's license, and appropriate insurance.
• History of defining problems, collecting data and information, analyzing problems and developing solutions.

 

Preferred Qualifications

• At least 3 years’ experience using EPIC.
• Epic Credential Trainer status.
• Bachelor’s degree or certificate in related field.
• Relevant work experience in non-profit.
• Understanding of the role that racial inequity plays in our society and its impact on healthcare systems and care delivery. 

 

PHYSICAL REQUIREMENTS/WORKING CONDITIONS:

• Ability to lift and /or move up to 25 pounds, sit, talk, hear, stand, bend, walk; use hands and fingers, handle or operate objects, reach with hands and arms; climb and balance; stoop, kneel, crouch, crawl, and use repetitive motions of the hands and wrists.
• Ability to get to the work site; also other PPSWO health centers and meetings when required.
• May be exposed to communicable diseases and blood and body fluids that may contain HIV and/or HBV.
• May be exposed to cleaning chemicals, offensive odors, and hazardous materials.

 

DISCLAIMER:

This job description is not intended to be all inclusive. The employee will also perform other reasonable duties as assigned by the supervisor or other management.

Management reserves the right to amend job descriptions, duties and orders as needs prevail. This document is for management communication only and is not intended to imply a written or implied contract of employment.

Planned Parenthood Southwest Ohio Region is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment. We do not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, national origin, marital status, age, mental or physical disability, genetic information, application for workers’ compensation benefits, use of statutory protected leave, veteran or military status, pregnancy, union activity, or any other characteristic or status protected by applicable federal, state or local laws. Planned Parenthood is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.