Epic Training Coordinator

About this Job:

General Summary of Position
Reporting to the Epic Training Manager, this role coordinates and delivers end-user training for the Epic EHR and integrated third-party systems, ensuring programs meet organizational standards, regulatory requirements, and operational goals. Manages the role-analysis process to identify and align staff and provider training needs, supports the development and administration of Epic-led virtual and in-person sessions, and enforces training policies and procedures. Working closely with operational leaders, HR, IT, and Epic representatives, plays a key part in preparing end users for system adoption and supporting operational readiness activities for a smooth implementation.

Primary Duties and Responsibilities

 

• Provides technical support for web-based applications that may (or may not) be integrated with the Epic LMS. Installs, configures, upgrades, patches, and troubleshoots applications. Troubleshoots Epic LMS problems with end-users and Epic LMS administrators. Investigates and resolves data and system inconsistencies or discrepancies.
• Processes course updates. Identifies new learning needs relevant to the Epic LMS (e.g. new departments, job titles, and codes; secondary positions; and changes in practice scope or regulatory requirements). Collaborates with stakeholders and Epic to assign online coursework to meet identified learning needs.
• Develops and maintains processes for identifying and removing outdated or inactive assignments, competencies, assessments, and student groups. Works with Epic to ensure end users are loaded into the Epic LMS system and assigned appropriate classes.
• Collaborates with the Epic Training Manager and other Epic Training Coordinators to develop processes for reviewing course content and needed updates; ensures content accuracy.
• Ensures training aligns with regulatory and industry standards. Enforces training requirements for end-user system access; helps Epic Training Manager obtain leaders' buy-in. Communicates with leaders regarding training milestones, policies, and decisions.
• As assigned and directed engages with operation managers, HR, and the Epic team to execute a role analysis process that identifies users requiring Epic access and maps them to Epic-defined job roles:
• Obtains an export of staff members and health care providers from the HR information system (HRIS).
• Works with operational managers, in conjunction with the Epic Training Manager, to understand departmental staff members' job functions and assign appropriate education packages.
• Assists Epic Training Manager with coordinating initial Epic-led Super User training. Communicates with Super Users to ensure they stay engaged and prepared to support end-user training.
• Assists Epic Training Manager with evaluating training programs' effectiveness via assessments surveys and feedback; helps making necessary adjustments to improve training outcomes. Executes additional organizational educational and communication plans.
• Helps Epic Training Manager generate strong super user lead engagement before, during, and after go-lives to ensure organization training needs and goals are being met. Collaborates with IT team to identify and resolve Epic training environment technical issues.
• Coordinates classroom administration: Assists Epic Training Manager with providing Epic team with the appropriate data to import trainee information into the Epic training platform. Assists the Epic Training Manager with communicating training registration and completion data from Epic to leaders; follows the proper escalation paths if either are off-track. Ensures staff members are assigned appropriate Epic training tracks and registered for classes (e.g. including new hires, existing employees, and system upgrades). Assists the Epic Training Manager with securing training rooms, workstations, printers, projectors, screens, barcode scanners, and other equipment needed for virtual Epic-led training and operational readiness activities requiring a computer laboratory. Coordinates and enforces processes for staff members, health care providers, and managers to escalate questions and concerns about Epic class assignments and registration; works closely with Epic to address changes, as required.
• Training program coordination: Collaborates with various department leaders to implement and evaluate training programs for new and established colleagues. Collaborates with various department leaders and subject matter experts (SME) to identify educational opportunities priorities and gaps; establishes goals and plans collaboratively to meet organizational goals and objectives. Collaborates with team to create organize and maintain training documentation for EHR and supporting third party systems. Assists Epic Training Manager gather data and analyze training programs' progress and results to drive data driven decision support matrixes.
• Provides support and troubleshoots issues as they arise within the training environment. Ensures end users' support is provided during go-lives. Maintains a high-level of situational awareness and understanding of all training aspects.
• Provides professional customer and colleague interactions. Sets and communicates clear expectations for end users during their training evolutions. Follows job-specific customer service expectations and behaviors. Maintains professional courteous respectful relationships with customers and colleagues.
• Fosters close working relationships with business unit leaders, physicians, senior executives, and IT managers. Maintains relationships with professional organizations, user groups, and industry trade groups; stays abreast of current technology. Collaborates with other teams (in conjunction with the Epic Training Manager); helps coordinate system upgrades and ensures training materials and programs are updated accordingly. Monitors and reports on the performance of services rendered by vendors, other internal entities, etc.
• Stays abreast of industry trends and advancements in EHR systems and training methodologies to enhance the training program continuously.

Minimal Qualifications
Education

• Bachelor's degree in IT, software engineering, computer science, applied engineering, health information management (HIM), health informatics, nursing informatics, nursing, health science, education, business administration, health care, or a related field required

Experience

• 3-4 years Relevant job-related work experience required
• Project Management experience preferred 
• Experience in education or professional development preferred
• One year of relevant professional-level work experience may be substituted for one year of required education.

Knowledge Skills and Abilities

• Ability to support training using creative and effective techniques, and evaluate effectiveness.
• Excellent customer service skills along with excellent leadership, communication and interpersonal skills.
• Ability to communicate effectively with a diverse audience.
• Excellent organizational skills to manage multiple tasks in a timely manner.
• Ability to perform job duties under minimal supervision.
• Proficient uses of learning management systems, personal computers including Microsoft Excel, Word, Access and PowerPoint applications.
• Knowledge of healthcare, clinical, and operational workflows.
• Proficient use of Audio Visual equipment.
• Ability to effectively support training in a live, web and/or video venue.
• Ability to adapt to changing priorities and work in a fast-paced dynamic environment.

This position has a hiring range of : USD $65,062.00 - USD $117,291.00 /Yr.