Job Overview & Responsibilities:
The Epic Systems Analyst plays a key role in supporting PT Solutions’ clinical digital environment by bridging Epic system capabilities with day-to-day clinical operations. This position focuses on designing, optimizing, and supporting Epic workflows that improve clinician efficiency, data quality, and patient care delivery. By partnering closely with clinicians and enterprise stakeholders, the analyst ensures Epic solutions enhance operational performance while reducing administrative burden.
Your mission is to optimize and collaborate directly with partner Epic ecosystems that doesn't just store data—it accelerates care. By engineering intuitive workflows and leveraging data-driven insights, you will directly reduce documentation burden, enhance the accuracy of clinical outcomes, and ensure that our therapists spend less time clicking and more time helping patients regain their mobility and independence.
Essential Functions
1. System Expertise and Optimization:
- Workflow Architecture:Leverage Epic tools to optimize and support the unique needs of Physical, Occupational, and Speech Therapy (e.g., specialized Flowsheets, SmartForms, and Navigator templates).
- Cadence & Scheduling Optimization:Configure and maintain provider templates, recurring appointment logic, and visit types within Epic Cadence to maximize clinic capacity and ensure therapists’ schedules are optimized for patient care.
- Referral Management:Engineer end-to-end referral workflows, from the initial receipt of external orders to authorization tracking, ensuring a frictionless transition for patients entering our care network.
- Documentation Excellence:Develop and refine "SmartTools" (SmartPhrases, SmartTexts) to help clinicians document functional outcomes and progress notes efficiently while remaining compliant with payer requirements.
2. Clinical and Scheduling Optimization & Support
- Gap Analysis:Collaborate with PT Clinical and Operations Leads to identify "pain points" in current workflows and implement high-impact fixes.
- Troubleshooting:Serve as the Tier 2/3 support for Epic-related issues, providing timely resolution for software bugs or user errors.
3. Data & Reporting
- Outcome Tracking:Assist in the integration and reporting of clinical outcome measures (e.g., FOTO, G-Codes, or specialized rehab metrics).
- Dashboarding:Build and maintain Radar dashboards for clinic and operations managers to track productivity, arrival rates, and documentation compliance
4. Training & Education
- Knowledge Transfer:Create "Tip Sheets" and training materials that speak the language of a Physical Therapist, not just "IT-speak."
- Super User Program: Support and mentor clinic-based Super Users to foster a culture of system proficiency.
Qualifications & Pay Range:
Required Skills & Abilities:
- Epic Certification: Current certification in EpicCare Ambulatory or Cadence. (Candidates with Prelude or Resolute PB certifications will be considered if they have relevant clinical or scheduling experience). Additional experience in Referrals, Patient Access, MyChart, or Reporting Workbench.
- Analytical Mindset: An almost Sherlock-like ability to investigate a workflow issue, identify the root cause, and propose a scalable solutions
- Communication: The ability to explain complex technical concepts to a clinician who just wants to get back to their patient.
- Reporting Skills: Experience with Reporting Workbench or Cogito.
- Integration Knowledge: Familiarity with how Epic interacts with third-party home exercise program (HEP) platforms or patient engagement tools.
- Regulatory Awareness: Strong working knowledge of federal and state employment laws and healthcare-specific regulations.
Required Credentials:
- Education: Bachelor’s degree in Computer Science, Healthcare Administration, or a relevant experience.
- Experience: 3+ years of experience in Epic build and implementation, preferably within an outpatient or specialty care setting.
- Technical Skills: Background in clinical and adjacent healthcare-specific technologies, healthcare workflows patient engagement tools, healthcare data, interoperability and analytics.
- Industry Expertise: Extensive working knowledge of the Healthcare industry and clinical workflows.
Competencies:
- Clinical-to-Technical Translation: The unique ability to listen to a Physical Therapist’s "pain point" and translate it into a technical build requirement without losing the clinical intent.
- Adaptability & Resilience: Comfortable working in a fast-paced environment where priorities may shift based on clinic needs or partner change requests.
- Collaborative Problem Solving: A "team-first" attitude when working with the Operations, Clinical leadership, Patient Access, Revenue Cycle, etc. teams to ensure a unified system approach.
- Operational Excellence: Drives accuracy, efficiency, and timeliness across verification workflows.
- Communication & Collaboration: Builds strong cross-functional relationships and communicates with clarity.
- Analytical Insight: Uses data and metrics to guide decision-making and identify improvement opportunities.
- Change Management: Leads teams through payer changes, process updates, and system enhancements.
- Workflow Mapping: The ability to visualize and document a patient's journey—from the moment they are referred to their final discharge—and translate those physical steps into a digital process.
- Root Cause Analysis: A systematic approach to troubleshooting; identifying whether an issue is a software "bug," a configuration error, or a user training gap.
- Regulatory & Compliance Knowledge: Understanding of CMS guidelines, HIPAA regulations, and PT-specific documentation requirements to ensure the system enforces compliance.
- Project Management: The ability to manage small-to-medium optimization projects, including setting milestones, managing stakeholder expectations, and meeting "Go-Live" deadlines.
Company Overview:
Expanding Access to Quality Care
At PT Solutions, we’re more than colleagues; we’re a tight-knit community united in our mission to expand access to quality care. Our commitment to you is evident in our industry-leading professional development opportunities. From ongoing evidence-based clinical education to dedicated mentorship opportunities and an APTA-accredited Orthopaedic Residency Program, we propel our clinicians toward excellence in physical therapy, occupational therapy, speech-language pathology, and athletic training.
As we aim to be the go-to rehabilitation provider, we seek committed professionals eager to join us in that mission. A career with PT Solutions is an opportunity to shape the industry and make a lasting impact.
Let’s go further together and transform care. Join the #PTSLife today!
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