Practice Optimization Specialist

Requisition Number

94975BR

External Gateway Posting Date

21-May-2025

Supervisory Organization

Clinical Affairs - YMA Clinical Operations

University Job Title

Optimization Specialist

Bargaining Unit

None - Not included in the union (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (23)

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration, Clinical

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Outside of campus, within Connecticut

Worksite Address

221 Whitney Ave

New Haven, CT 06511

Work Model

On-site

Position Focus:

The Practice Optimization Specialist functions as the primary best practice workflow support contact for Yale Medicine. They work under the direction of the Manager or Supervisor of Practice Optimization to focus on optimization activities. This individual will have a strong working knowledge of Electronic Health Records (EHR) system and can map the application functionality to the best practice workflows. This role may focus on ambulatory practice workflow with clinicians and staff in ambulatory offices or with hospitalists in the hospital setting. Primary responsibilities include observing and analyzing workflows, implementing and monitoring optimizations to the workflows, providing elbow to elbow support and training when needed, and assisting with the customization of personal tools. In depth and precise investigation along with the ability to document interactions and best practice workflow recommendations is required. Attention to detail is a critical skill for this position, as well as being highly organized with exceptional customer service skills. Successful candidates will be self-motivated individuals with strong written and oral communication skills who enjoy helping users learn to optimize use of the EHR.

Essential Duties

1. Supports ambulatory offices including front desk staff, medical assistant and nursing staff, supervisors, and clinicians in the best practice workflow support for their roles. Hospitalist focus position will focus on support for hospitalists in the hospital setting. 2. Assists with customization of personalization tools, where applicable, within the EHR. 3. Provides elbow to elbow support when needed to assist with workflow training. 4. Provides workflow observation to assist with identifying areas of improvement. 5. Makes recommendations and offers support to assist with implementing optimal enhancements. 6. Participates in developing standard workflows across specialties and various other entities within Yale Medicine. 7. Provides workflow support and assist with education surrounding Epic upgrades. 8. Contribute and assist with maintaining a Best Practice workflow knowledgebase for Yale Medicine. 9. Create training materials to assist with best practice workflow dissemination. 10. Maintain complete documentation on visits, detailing any optimization work done, training given, and recommendations made. 11. Works closely with other team members to collaborate on ideas. 12. Collaborate with Epic IT team on implementation of new tools and optimization to ensure consistency. 13. Reports regularly to manager with updates on assigned work. 14. Attend regular team meetings to discuss team and project related activities and updates. 15. Completes specific task activities as assigned and documented in plans. 16. Works closely with Practice Coordinators, Practice Supervisors, and Operations Managers, and Hospital Managers, where necessary, to implement best practice workflows and provides updates on requested visits. 17. Supports all team members with application and workflow knowledge. 18. Promotes a team atmosphere that is conducive to the overall accomplishment of goals, schedules, and deadlines. 19. Openly shares information with all team members. 20. Set example for other team members as well as promote and maintain a favorable work environment. 21. Remain flexible and perform other job-related duties as assigned. 22. May participate in various system and Yale Medicine committees to support Yale Medicine Best practice workflow and optimization activities across Yale Medicine and YNHHS. 23. Participate in project work and user group meetings supporting team initiatives to educate and provide optimization and workflow support across Yale Medicine. 24. Assist with process improvement initiatives. 25. Participate in project work across other groups within Yale Medicine such as clinical quality metric support. 26. Accountable for communication with end users and resolving end user queries. 27. Accountable for maintaining and developing, where necessary, best practice workflow knowledgebase. All other duties as assigned.

Required Education and Experience

Bachelor’s degree and three years of relevant ambulatory work experience or an equivalent combination of education and experience. Proven experience with EHR and ambulatory practice workflow and/or hospitalist workflow required.

Required Skill/Ability 1:

Ability to observe workflows and provide optimized solutions to enhance workflow where needed. Ability to provide thorough documentation on visits and interactions with staff. Strong analytical and problem-solving skills.

Required Skill/Ability 2:

Proven experience in troubleshooting problems and developing solutions or triaging where appropriate. Ability to research and interpret data, as well as reporting, preparing and presenting data.

Required Skill/Ability 3:

Ability to work in stressful situations and remain focused and calm while maintaining composure under stress. Functional use of EHRs, preferably Epic, with experience in EpicCare Ambulatory, Cadence or Inpatient highly desirable. Ability to manage multiple tasks and prioritize actions required to quickly resolve reported problems.

Required Skill/Ability 4:

Ability to work independently or in a team. Willing to work a flexible schedule and travel to each of the Yale Medicine practice locations and /or YNHHS Hospitals.

Required Skill/Ability 5:

Training in Process Management/Process Improvement methodologies is desirable .

Preferred Education, Experience and Skills:

3 or more years in an ambulatory clinical setting strongly preferred, as well as experience working with an EHR (preferably Epic) and supporting users. Strong knowledge of ambulatory practice workflows (front desk, nursing, clinician), as well as practice standards.

Required Licenses or Certifications

Clinical licensing, LPN/RN, other professional certifications or Epic certifications will be considered, although not required.

Preferred Licenses or Certifications:

Clinical licensing, LPN/RN, other professional certifications or Epic certifications will be considered, although not required.

Drug Screen

No

Health Screening

No

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Care Worker

This role is a healthcare worker position. Healthcare workers (HCW) are defined as university employees working a healthcare setting who have the potential for direct or indirect exposure to patients, human research subjects or infectious materials including body substance, contaminated medical supplies, devices and equipment, surfaces, or air. HCW have specific health requirements that must be met prior to starting work, including MMR vaccine or immunity, varicella (chickenpox) vaccine or immunity, TB screening, COVID vaccine according to University policy, hepatitis B vaccine or immunity, and annual flu vaccination.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus