Ambulatory Access Optimization Specialist

OhioHealth•Columbus, OH

About The Position

The Ambulatory Access Optimization Specialist is responsible for optimizing ambulatory access workflows—including scheduling templates, referral processes, and related EMR functionality—through collaboration with IT, Informatics, and operational teams. This role ensures compliance with scheduling standards, monitors performance through reports and dashboards, and supports education for template builders and end users as needed. The role is responsible for designing, maintaining, and optimizing scheduling questionnaires, decision trees, guided scheduling processes, and point of service scheduling performance while ensuring alignment with Enterprise Access guidelines and scheduling standards. Responsibilities include developing and managing scheduling and referral work queues; monitoring critical appointment types and adjusting freeze, thaw, and conversion logic; overseeing key Epic scheduling functions such as ticket based scheduling; and ensuring adherence to organizational scheduling policies. The position also monitors schedule change requests, collaborates with providers and access leaders to streamline template related processes, supports training to ensure consistent application of standards, updates templates to optimize provider time, and contributes to improvements in patient access, scheduling rates, and provider productivity. The role works closely with related informaticists and reports to the Business Operations Manager of Access Optimization.

Requirements

Bachelor's Degree: Health Administration
Minimum two (2) years of experience in ambulatory access or clinical operations.
Current Epic certification in at least one Epic application is required, or the ability to gain certification within 6 months.
Extensive knowledge of healthcare operating systems and access to care.
Exceptional communication and motivation.
Advanced interpersonal skills to lead and experience working collaboratively and effectively with multi-disciplinary, cross-functional teams, and with executives, providers, and staff at all levels.

Nice To Haves

Degree in healthcare administration, business, or a related field, preferred.
Five years (5) experience in ambulatory access or medical group operations with two years of certified experience in Epic (any application)
Prior experience in large, employed multispecialty physician enterprises across multiple regions, ideally in or leading patient access-oriented functions.
Multiple current Epic certifications specifically in Cadence and Ambulatory; Ability to meet these certifications with 120 days.
Fluency (non-certified or certified) in Epic EHR technologies and workflows (i.e., Radiant, Referrals, MyChart, and others).

Responsibilities

Oversee master schedule templates for new and existing providers; manage requests for changes and ensure compliance with Clinical Enterprise Access standards.
Monitor clinic schedules, appointment types, and referral volumes to optimize provider time/templates and patient access.
Collaborate with IT, Informatics, and Operations to support EHR (Epic) configuration and deployment for scheduling and referral workflows.
Maintain accurate Epic center logic, department names, and payer records.
Identify and implement scheduling best practices and opportunities for standardization.
Design and maintain referral and order entry processes, including routing logic and forms.
Monitor referral queues and ensure urgent referrals are processed promptly.
Partner with Revenue Cycle leadership to align front-end processes (eligibility, prior authorization).
Provide education for template builders and scheduling staff; coordinate with EMR Education team for major workflow changes.
Develop and deliver training materials, presentations, and standard workflows to advance EMR competency.
Serve as a liaison for providers and staff regarding scheduling and referral workflows; escalate technical issues to IT as needed.
Support Go-Lives, upgrades, and adoption of Epic best-practice tools.