EP Capacity Management Manager

University of Rochester•Greendale, WI

3d•$61,000 - $85,400•Onsite

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. Under the general direction of Cardiology and Electrophysiology leadership, manages Electronic Health Record (EHR) scheduling, provider capacity, and operational workflows for the Electrophysiology program with significant latitude for the exercise of independent judgment. Serves as a primary EHR and capacity resource supporting EP physicians, Advanced Practice Providers, and fellows across ambulatory and procedural settings. Partners with providers, leadership, EHR analysts, and operational teams to optimize provider schedules, patient access, and procedural capacity through effective use of Epic/Cupid, operational data, and standardized workflows.

Requirements

Associate's degree and 2 years of relevant experience required
Or equivalent combination of education and experience
Electronic Health Record (EHR) skills with demonstrated ability to learn and utilize scheduling, template, and reporting applications preferred.
Knowledge of healthcare operations, provider scheduling, patient access, and capacity management preferred.
Ability to analyze operational and utilization data, identify trends, and develop recommendations preferred.
Strong organizational, critical-thinking, communication, and collaboration skills.
Microsoft Office skills preferred.
EPIC - EPIC Certification within 1 year required

Responsibilities

Designs, maintains, and optimizes Epic scheduling templates for physicians, Advanced Practice Providers, and fellows, with an initial focus on Electrophysiology and EP/Cath lab.
Manages provider time allocation across ambulatory, procedural, inpatient/service, and other clinical responsibilities, by maintaining QGenda and EPIC templates.
Monitors procedural blocks, release practices, scheduling gaps, and open capacity and coordinates adjustments as needed.
Attends monthly and weekly meetings with leadership to actively manage and adjust issues with templates or filling of clinic or lab slots. Participates in collaboration with Nursing/ Administration for enterprise-wide solutions.
Identifies and resolves provider scheduling conflicts and capacity gaps to minimize disruption to patient access and operations.
Coordinates EHR template and scheduling changes through established change-management and ticketing processes.
Maintains standardized scheduling practices consistent with departmental and organizational requirements.
Manages Epic/Cupid procedural scheduling and provider allocation to maximize appropriate utilization of available EP/Cath lab capacity.
Aligns physician and Advanced Practice Provider availability with procedural demand and available lab rooms.
Identifies opportunities to use available MD and APP resources to support additional procedural capacity and improve patient access.
Collaborates with leadership, providers, nursing, and operational teams to resolve barriers affecting lab utilization and procedural throughput.
Supports short- and long-term procedural capacity planning based on provider availability, demand, and program growth.
Develops and maintains attending on-call and service schedules.
Coordinates coverage changes related to vacation, CME, leave, schedule changes, and provider availability.
Identifies coverage gaps and works with providers and leadership to maintain appropriate service coverage and schedule continuity.
Maintains accurate and timely schedule information in designated scheduling systems and communicates approved changes to appropriate stakeholders.
Attends monthly and weekly meetings with Ambulatory leadership to actively manage and adjust issues with templates or filling of clinic slots. Participates in collaboration with Nursing/Administration for Enterprise-wide solutions and best workflows.
Demonstrates skill in resolving difficult administrative and logistical concerns to increase patient relations and retain patients within the practice. Implements procedures for enhancing levels of service and quality, enforces medical office policies and procedures, develops guidelines for prioritizing and assigning work activities, evaluating effectiveness, and modifying process as necessary, establishes and maintains efficient and responsive patient flow system.
Works with Providers on scheduling conflicts and issues to resolve to create a highly functional Provider Practice which includes a Doctor of the Day and urgent throughput along with normally scheduled patient volume and inpatient services.
Monitors Epic/Cupid data related to access, provider utilization, clinic sessions, procedural blocks, and throughput.
Analyzes trends and identifies opportunities to improve patient access, scheduling efficiency, and utilization.
Provides operational data and recommendations to Cardiology and Electrophysiology leadership to support decision-making and performance goals.
Collaborates with EHR analysts and operational stakeholders to implement and sustain approved workflow and system improvements.
Supports standardization of EHR scheduling tools and workflows across Electrophysiology & Lab operations.
Serves as a subject-matter resource for complex EHR scheduling, access, and capacity issues.
Performs additional duties as assigned to support departmental operations and organizational priorities.