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:

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