Certified Epic Cadence Application Coordinator - Primarily remote

*** Very long term project; Long term - W2 or c2c ***Webcam interview ***  Primarily remote; *****

This position is anticipated to be onsite for 2-3 weeks for the initial assessment and again for 1-2 weeks for go-live support.Reasonable expenses will be paid for onsite 

Job Description

Epic Cadence certified analyst to perform full scale assessment of current scheduling system and workflows, providing a recommendation for improvements, changes, and project plan to optimize the current Custody Health Services scheduling performance and processes.

Typical Deliverables

1) Objectives

• Assess current workflows and system functionality across operations.
• Collaborate with Operations to define options, constraints, and requirements.
• Propose alternative solutions with recommended approaches and timeframes.
• Rebuild workflows aligned to agreed requirements and standards.
• Provide training and go-live support for new workflows and functionality.

2) Scope of Services

2.1 Discovery & Analysis

• Review existing workflows, SOPs, and system configurations.
• Conduct stakeholder interviews (Operations, IT, Compliance, Training).
• Map "as-is" processes, pain points, handoffs, and data flows.
• Evaluate technical and operational constraints (e.g., role-based access, facility policies, Custody alignment).
• Produce a gap analysis and prioritized improvement list.

2.2 Requirements & Solution Options

• Facilitate workshops to capture functional/non-functional requirements.
• Define acceptance criteria and measures of success.
• Draft up to three solution options (including "no-regrets" quick wins), with pros/cons, effort, risk, cost, and timeline.
• Recommend a preferred approach and implementation plan.

2.3 Workflow Redesign & Configuration

• Design "to-be" workflows (diagrams, swimlanes).
• Update system configuration, roles, and permissions to support redesigned workflows.
• Create test cases and execute configuration/unit testing.
• Coordinate User Acceptance Testing and incorporate feedback.

2.4 Training & Enablement

• Assist Instructional Designer (ID) to develop role-based training (User, Supervisor, Administrator).
• Assist ID with production training assets: quick-start guides, job aids, videos, and knowledge base articles.
• Assist with delivery of instructor-led sessions (onsite/virtual) and train-the-trainer, if needed.
• Establish plan for post-go-live support channels and office hours.

2.5 Release & Stabilization

• Support Plan cutover (communications, blackout windows, rollback plan).
• Support go-live across designated facilities.
• Monitor adoption, performance, and error rates.

3) Deliverables

• Discovery Pack: As-is maps, pain-point inventory, system assessment, gap analysis.
• Requirements & Options Report: Requirements, evaluation matrix, solution options, recommended approach, high-level timeline.
• Design Artifacts: To-be workflows, configuration specifications, data/role mappings.
• Test & UAT Results: Test plan, cases, UAT sign-off.
• Training Materials: Role-based guides, slides, recordings, FAQs, KB articles.
• Release Plan: Cutover checklist, communications, risk/rollback plan.
• Go-Live & Post-live Summary: Adoption metrics, issue remediation, lessons learned.
• Final Report: Outcomes vs. success criteria, recommendations, sustainment plan.

4) Timeline (Illustrative)

Tentative until full plan and discussion

• Discovery & facility walkthroughs
• Requirements workshops & options analysis
• Workflow redesign & configuration
• UAT & refinements
• Training delivery
• Go-live

Actual schedule will be finalized after Discovery; multi-facility deployments may phase by cohort.

5) Onsite Visits & Security Requirements

• Facilities: (2) Adult correctional facilities.
• Clearances: Contractor personnel shall meet background checks and clearance requirements per facility policy (e.g., compliance, fingerprinting, badge issuance).
• Onsite Protocols: Adhere to safety, equipment restrictions, contraband policies, and escorted movement rules.
• Data Handling: No sensitive data leaves premises without authorization; encryption at rest/in transit; least-privilege access.
• Devices: Only approved, hardened devices; disable prohibited peripherals; follow facility network access procedures.

6) Roles & Responsibilities

• Customer: Provide access to systems and SMEs, approve deliverables, schedule facility access, and coordinate internal communications.
• Contractor: Lead analysis, design, configuration, training, and release support; maintain documentation; report status and risks weekly.

7) Assumptions & Dependencies

• Timely access to environments and stakeholders.
• Decision availability and UAT sign-offs.
• Change management support from Customer (comms, leadership sponsorship).
• Third-party system vendors participate as needed.

8) Acceptance Criteria

• Requirements documented and approved.
• To-be workflows implemented and tested with <2% critical defects at go-live.
• Training delivered to ≥95% targeted users prior to go-live.
• Adoption metrics meet agreed targets

9) Reporting & Governance

• Weekly status report: progress, risks, issues, decisions required.
• Steering reviews at phase gates (Discovery complete, Design complete, UAT complete).

10) Risk Management

• Onsite access delays → buffer in schedule; early coordination with facility admin.
• Change resistance → enhanced communications plan, floor-walkers during HealthLink Scheduling go live.
• System constraints → phased enablement, pilot, and rollback options.

IV. Required Skills & Abilities

• Manage complex project planning, analysis, development, build, testing and Implementation.
• Perform in depth analysis of workflows, data collection, report details, and other technical issues in support of technical and business decision making efforts associated with Epic Software.
• Collaborate with stakeholders.
• Interact with vendors and other to identify, prioritize and recommend alternate solutions and risk mitigation strategies.
• Assist staff in developing practices to improve configuration and documentation processes.
• Designs, develops, modifies and implements testing processes including scripts, recording test results, facilitating end user testing.
• Facilitates and attends meetings with stakeholders to review end user and tracking and trending issues, workflow problems, system capabilities, monitoring feedback and potential system enhancement needs.
• Collaborate with others as needed for Epic native reporting.
• Investigates, designs, develops, tests, and implements Epic native reports and dashboards.
• Ability to be onsite for Initial system review, as business requires, and implementation.
• Ability to pass background check security and be onsite in adult correctional facilities.
• Ability to travel between site locations.
• Experience in business Analysis, build and adjustment of existing workflows.
• Coordinate and communicate with process stakeholders
• Lead meetings and resolve conflicts
• Work with minimal guidance
• Customer service principles.
• Communicate effectively, both orally and in writing.

V. Additional Certifications

• Epic Cadence (Required)
• Epic Referrals (Desired)