Education 

High School Diploma or GED required. Associate’s degree preferred. 

Experience  

Licensure/ Certification:

Maintain current CPR certification from the American Heart Association. EPIC certified preferred.  

Skills/ Ability:

Responsible To:

Assistant Vice President of Patient Services

Position Number:

TBD

Interrelationships:

Maintains open communication with the Supervisor, the AVP of Patient Services, corporate staff, and center staff from various departments within the organization.

position:

Patient Access Systems Assistant

• Create and update clinic and provider templates within the Epic Template Edit Module. 

• Complete requests for assignments such as: Single/multiple day vacations, structural changes to provider(s) day (Master Changes), multiple month assignments for all providers within the department (published schedule process).

• Communicate and collaborate with Scheduling Operations Analysts, clinical and non-clinical leaders to support access.  

• Ensure the integrity of clinic and provider templates through regular system audits.  

• Participate in the development of documentation, guidelines, and/or policies and procedures that relate to clinic and provider templates.  

• Serve as a content expert for template build through project team participation and access meetings as requested.

• Disseminate information regarding reschedules to ensure patients are moved appropriately.

• Analyze new workflows when technology is implemented and act as a subject matter expert for current workflows.

• Identify areas of improvement and optimization and collaborate with Scheduling Operations Analysts to initiate change.

• Assist in daily maintenance of provider schedules and template changes within Epic and other scheduling platforms.

• Process and communicate template or schedule changes due to provider PTO absences, or urgent operational needs.

• Support Epic scheduling templates by processing change requests, reviewing standardization, abiding by existing policies and procedures, and communicating updates to stakeholders.

• Log and track incoming provider schedule requests and maintain accurate documentation for audit and reporting.

• Provide technical and administrative support in managing scheduling workflows and communication systems.

• Monitor and triage Epic In-Basket messages related to appointment scheduling, referrals, and patient inquiries; respond directly or escalate appropriately. 

• Monitor and triage Solutions Reach and website messages related to appointment scheduling, referrals, and patient inquiries; respond directly or escalate appropriately.

• Manage and respond to Solution Reach/Web scheduling requests, ensuring patient communication is timely and accurate.

• Perform direct patient scheduling via phone, Epic in-basket, and online platforms (e.g., Solution Reach or web requests).

• Collaborating with the Centralized Staffing Coordinator and department leads to support in the realignment of staffing and schedules based on patient volume, clinical coverage, and seasonal demand.

• Ensure proactive communication with patients affected by schedule changes, including rescheduling and follow-ups.

• Support the optimization of patient access processes and recommend improvements as appropriate.

• Cover the Centralized Staffing Coordinator during his/her absence.