Epic Training Coordinator

Epic Training Coordinator

Our teams shape strategic initiatives, have passion, and work to improve health outcomes. They advance our mission and exemplify excellence, compassion, teamwork, and purpose in all that they do. Indiana University Health is seeking individuals who embody these values to join our Information Services team in the role of Epic Training Coordinator. This position is full-time/hybrid and located in Indianapolis, IN.

Responsible for delivering high-quality training and education on Epic Electronic Health Record (EHR) modules to end users, including clinical staff, physicians, nurses, and administrative personnel. Develops and implements comprehensive training programs to ensure that all users are proficient in using the Epic system. Collaborates with subject matter experts, application analysts, and leadership to tailor training materials, manage training sessions, and provide ongoing support post go-live.

Training Development: Develop, customize, and maintain training materials, curricula, and documentation for various Epic modules, tailored to specific user roles (e.g., physicians, nurses, administrative staff). Create e-learning modules, user guides, job aids, and other educational resources to enhance the training experience. Ensure that training materials comply with organizational standards, workflows, and Epic best practices.

End-User Training: Deliver classroom-based, virtual, and one-on-one training sessions for a wide range of Epic users. Ensure that end-users are effectively trained on specific Epic modules (such as EpicCare Ambulatory, Inpatient, Willow, ASAP, etc.), focusing on functionality, workflows, and optimization of the system. Facilitate role-based training for new hires, existing staff, and ongoing Epic upgrades.

Training Logistics and Coordination: Coordinate training sessions, including scheduling classes, booking training rooms, and managing attendance. Monitor and track end-user training progress, ensuring completion of all required training programs before go-live or system upgrades. Manage and maintain training environments (training versions of the Epic system) to align with real-world workflows and scenarios.

Post-Go-Live Support: Provide hands-on support to users during and after go-live, offering guidance and troubleshooting assistance as needed. Serve as a key resource for post-implementation questions and issues, offering continued training support for new features and optimizations. Conduct post-training evaluations to assess the effectiveness of training and address any knowledge gaps.

Collaboration with Epic Teams: Collaborate with Epic application analysts, implementation teams, and subject matter experts to ensure alignment between training content and system configurations. Attend workflow validation and system testing sessions to stay up-to-date on system changes that may impact training materials and content. Participate in project team meetings and provide feedback on training needs and challenges related to the Epic system.

System Updates and Maintenance: Stay informed about Epic system updates and new releases, revising training materials accordingly to reflect the latest changes and enhancements. Participate in system upgrades and optimization efforts by offering refresher training or additional support for new system features. Continuously improve and update training programs based on user feedback, system changes, and evolving organizational needs.

Compliance and Reporting: Ensure that all training programs are aligned with regulatory standards and organizational policies. Track and report training completion and user proficiency to ensure compliance with organizational training requirements. Utilize Epic's Learning Management System (LMS) or other tools to document and track training attendance and performance.

Candidate Qualifications:

• Bachelor's Degree or equivalent years of experience is required.
• Requires 3-5 years of relevant experience.
• Previous experience with EHR systems and workflows, preferably in a training capacity.
• Experience delivering training in a healthcare environment is highly desirable.
• Strong understanding of adult learning principles, instructional design, and training methodologies.
• Proficient in creating training materials, delivering presentations, and managing group learning environments.
• Ability to communicate complex technical concepts in a clear, simple, and engaging manner.
• Strong organizational skills and attention to detail, with the ability to manage multiple training programs and timelines.
• Proficiency with e-learning platforms, LMS, and other digital learning tools.
• Ability to adapt training programs based on changing needs, system updates, and feedback.

Responsibilities:

Connect to Promise - Demonstrates a commitment to IU Health's mission, vision, and values by exhibiting behaviors and delivering results that align with the strategic direction of the organization. Ensure IU Health is working toward its vision of improving the health of all Hoosiers by providing the best care for each person as we practice our values of purpose, excellence, compassion, and team.

Training/Education - Acts as a preceptor and shares knowledge and expertise to facilitate the learning of others. Develops an education plan or materials for patients, families or staff based on individual learning priorities and evaluates effectiveness of education provided. Makes necessary adjustments based on response to plan.

Communication - Shares thoughts and information in a clear, concise, and professional manner, in both oral and written communication formats. Demonstrates active listening and seeks further information to ensure clarity and understanding. Promptly responds to requests for information while obtaining guidance where needed.

Ethical Practice - Demonstrates the highest level of confidentiality standards in handling of customer relations, medical and prescription records and Health Insurance Portability and Accountability Act (HIPAA) compliance. Maintains confidentiality as appropriate, earns trust and respect of others, and exhibits behaviors that express the ethical practice of a healthcare organization. Demonstrates thorough and logical thought processes to support actions / recommendations. Reports and responds immediately to unethical behavior or conflicts of interest.

Project Management - Implements solutions based on guidelines provided by leadership; appropriately resolves issues within project plan parameters; identifies patterns and potential underlying issues. Provides thoughtful suggestions based on consideration of various pros and cons.

Problem Solving - Proactively and clearly identifies problems or issues and suggests alternative solutions. Uses resources such as other team members, written or online manuals or work-related materials, etc. to creatively address existing or anticipated work problems. Leverages knowledge and experiences to ensure best practices are being implemented in day-to-day work.

Execution - Addresses problems directly and implements objectives effectively. Produces on time high-quality work deliverables. Apply basic project management principles, and apply logical, consistent, and organized standard of work practices.

Independent Judgment - Exhibits sound professional judgment and diplomacy in handling unexpected problems and frequent interruptions that require immediate action or attention. Escalates issues appropriately in a timely and effective manner.

Key Relationships:

Reports to: Epic Training Manager

Indiana University Health is unlike any other healthcare system and we're looking for team members who share the things that matter most to us. IU Health leaders play a crucial role in advancing the mission of our organization and inspiring teams to make a meaningful difference in the lives of patients. As one of Indiana's largest employers and the most comprehensive medical system in the state, our vision is to lead the transformation of healthcare through quality, innovation, and education, and make Indiana one of the healthiest states.

IU Health is the largest health system in Indiana with nearly 40,000 team members, 15 hospitals, and $8.64 billion in operating revenue. The system's programs in cancer, cardiovascular, neuroscience, orthopedics, pediatrics, and transplants have received national recognition for quality patient care. IU Health, in partnership with the Indiana University School of Medicine, brings together highly skilled physicians, researchers, and educators into close collaboration to provide world-class care for children and adults and improve the health of patients and communities across Indiana.

Indiana University Health is dedicated to a fair hiring process and is committed to equal opportunity and nondiscrimination for all individuals, regardless of age, color, disability, ethnicity, marital status, national origin, race, religion, gender identity, expression, sexual orientation, or veteran status.