Central Templating Specialist

Central Templating Specialist

LifeLong Medical Care is looking for a Central Templating Specialist at our 7th Street Site in Berkeley. The Central Templating Specialist plays a critical role in maintaining and optimizing provider scheduling templates to support access, patient flow, and productivity across the health center. This position works cross-functionally with clinical operations, IT/EHR teams, scheduling staff, and provider leadership to ensure that appointment templates are accurate, standardized, and aligned with organizational goals and provider availability.

This is a full time, benefit eligible position.

LifeLong Medical Care is a multi-site, Federally Qualified Health Center (FQHC) with a rich history of providing innovative healthcare and social services to a wonderfully diverse patient community. Our patient-centered health home is a dynamic place to work, practice, and grow. We have over 15 primary care health centers and deliver integrated services including psychosocial, referrals, chronic disease management, dental, health education, home visits, and much, much more.

Benefits

Compensation: $22 - $24/hour. We offer excellent benefits including: medical, dental, vision (including dependent and domestic partner coverage), generous leave benefits including ten paid holidays, Flexible Spending Accounts, 403(b) retirement savings plan.

Responsibilities

Template Design & Configuration

• Build, edit, and maintain provider scheduling templates in the electronic health record (EHR) system.
• Apply organizational rules for visit types, durations, time-of-day restrictions, and clinical guidelines.

Standardization & Governance

• Ensure consistency across templates according to enterprise scheduling standards and access policies.
• Maintain documentation of template builds and change requests for auditing and compliance.

Template Maintenance & Change Management

• Process ongoing update requests related to provider changes, service line expansions, time-off, or clinical shifts.
• Coordinate with clinic managers and provider leadership to validate accuracy before go-live.

Data Reconciliation & Audits

• Conduct regular audits to identify and correct discrepancies between published schedules and actual template configurations.
• Reconcile manual audits against EHR panel reports and scheduling tools (e.g., Tableau dashboards, OCHIN reports).

Collaboration & Stakeholder Support

• Serve as the primary liaison between scheduling teams, provider leadership, and IT on templating matters.
• Provide support during provider onboarding or service transitions to ensure timely schedule implementation.

Operational Support

• Align templates with operational goals such as open access, continuity of care, extended hours, and visit mix targets.
• Assist in initiatives to improve provider productivity, reduce no-show impact, and optimize patient access.

Training & Technical Assistance

• Offer training and guidance to front-line staff and managers on template logic and scheduling best practices.
• Support quality assurance efforts related to appointment slot usage and template adherence.

Reporting & Analysis

• Partner with analytics teams to review utilization metrics and scheduling efficiency.
• Assist in evaluating how template changes impact access performance (e.g., third next available appointment, missed appointment rates).

Essential Functions

• Build, maintain, and update provider templates within the EHR (e.g., OCHIN Epic) in alignment with organizational scheduling standards and clinical guidelines.
• Collaborate with clinical leadership to implement new schedule templates during provider onboarding, role transitions, or service expansions.
• Audit and reconcile discrepancies between published provider availability and actual template settings to ensure accuracy and transparency.
• Maintain an inventory of all current provider templates and support centralized oversight of visit type configuration, durations, and time-of-day placement.
• Partner with triage and scheduling teams to ensure template design supports appropriate patient routing, access targets, and panel management.
• Support strategic initiatives such as extended hours, group visits, same-day access, or telehealth integration by customizing template structures.
• Respond to template update requests, ensuring timely implementation while maintaining governance standards and documentation.
• Provide training or guidance to front-line staff and supervisors on templating principles, tools, and change protocols.
• Assist in data validation and reporting efforts tied to provider utilization, access metrics, and template adherence.
• Participate in continuous improvement initiatives, access optimization projects, and operational workgroups as assigned.
• Other duties as assigned by Leadership

Qualifications

Job Requirements

• High school diploma or equivalent.
• Minimum 2 years of experience in healthcare operations, provider scheduling, or EHR system support (preferably in an FQHC or ambulatory setting).
• Demonstrated experience with electronic health records (e.g., OCHIN Epic, eClinicalWorks, or similar systems).
• Strong analytical and organizational skills with keen attention to detail.
• Ability to communicate and collaborate effectively with cross-functional teams and clinical staff.
• Proficiency in Microsoft Excel, data entry, and documentation.

Job Preferences

• Associate's or Bachelor's degree in healthcare administration, informatics, or related field.
• Prior experience managing provider templates in a centralized scheduling or operations role.
• Familiarity with patient access principles, appointment guidelines, or NCQA PCMH standards.
• Understanding of visit types (new patient, return visit, procedure, urgent care, etc.) and time-based scheduling strategies.