The San Francisco Department of Public Health(DPH) is seeking an experienced Program Manager to direct the remaining phases of complete implementation and optimization. This is the largest investment DPH has made totaling over $370M. Epic will be installed throughout DPH utilizing a wide breadth of modules and 3rd party systems to support operations and delivery of care including: registration, patient scheduling, clinical diagnostic tests, progress notes, interfaced physiological monitoring, clinical charting and assessments, medication prescribing, medication reconciliation, medication dispensing, allergy and drug interactions, smart algorithms for clinical decision support, analytics and metrics, integration with ancillary systems and management systems for key departments for over 10,000 DPH and UCSF clinicians and support staff.
The eHR will replace a multitude of existing electronic health records (eHRs), diagnostic and clinical support systems, revenue cycle and reporting systems. The breadth of care delivery impacted by this implementation and ongoing optimization includes acute care, long term care, skilled nursing, ED and trauma, psychiatric inpatient and ambulatory, ambulatory primary and specialty care, home health, respite care, care transitions and jail health services. Installing and Optimizing Epic will provide the technology needed to support the DPH mission to promote and protect health the health of all San Franciscans. The Epic Program Manager will develop and promote effective communication, partner with executives, coordinate project managers (vendors, partners and staff), oversee contractual management, maintain the budget, meet quality objectives and manage to the constraints related to government processes.
The Epic Program Manager is responsible for managing all operational aspects of the implementation and ongoing optimization. This position reports to the Office of the CIO (OCIO) and the Chief Health Informatics Officer (CHIO). The Program Manager will ensure operational readiness, an on-time, on-budget implementation and adoption of Epic and the integrated 3rd party suite of products. The Program Manager will also be responsible for coordinating closely for effective operational change via advisory councils, Lean processing gap analysis and coordination with the CNIO, CHIO and Human Resources.
DPH anticipates an initial DPH-wide, Epic go-live in Q3, 2019. Later Epic waves are expected to be completed by 2022. The DPH Epic Program Manager will have experience managing a large-scale Epic implementation in a complex integrated delivery system. The Epic Program Manager will exhibit leadership traits that include sincere enthusiasm, integrity, ability to be calm in the face of chaos, loyalty, ability to adapt to organizational norms, have managerial competency, effectively communicate and be decisive. The Epic Program Manager will maintain effective cross-team relationships with DPH-wide executive and operational staff, potential affiliate/partner resources and other IT resources to identify and respond to risks and opportunities.
The successful candidate must demonstrate a proven track record in establishing and delivering successful methodologies and expertise at the program level. S/He should have experience in the implementation and use of a Portfolio and Program Management (PPM) tool. The successful candidate must have a proven track record for fostering collaborative work environments with Epic, Operations, IT and vendors and demonstrate excellent leadership and conflict resolution skills.
- Analyzes and manages risks and interdependencies within and across projects to formulate plausible solutions/contingency plans in consultation with stakeholders.
- Responsible for program staff and program manager/lead assignments, directing and monitoring work efforts on a daily basis, identifying resource needs, performing quality review; and escalating functional, quality, timeline issues appropriately.
- Manages to the budget and providing cost to budget and forecasting to ensure the eHR program sustainability. Provides monthly cost and budget reports and presentations to DPH leadership, governance committees/councils and the Health Commission.
- Produces monthly dashboard of key program indicators such as budget, risks, timeline and scope.
- Manages vendor partners for implementation and ongoing optimization. This includes direct oversight of the Epic Project Management Office (ePMO). Assists business owners with the PM methodologies. Explains how objectives will be met, the approach, known issues, risks and assumptions.
- Ensures high quality and timely program management status reports to inform on success issues and/or risks associated with the individual projects and overall program, escalates and remediates as necessary.
- Responsible for maintaining professional and working relationship with all stakeholders associated with the eHR Program.
- Assists IT leadership, IT Managers and business in developing, executing and communicating the eHR Program’s vision, goals and activities.
- Communicates and champions the Epic implementation and optimization.
- Coordinates legal, security and technical teams to develop appropriate agreements and policy.
- Maintains knowledge of emerging industry trends, eHR updates, federal, state and local initiatives that would affect defined requirements.
- Maintains knowledge of major Epic vendor announcements and product capabilities identifies risk or opportunity.
- Advocates that entity alter current processes in order to leverage vendor’s standard workflows and functionality. For any required exceptions to these standards, works with entity leads to communicate/document justification.
- Collaborates with project leads to manage operational readiness and to manage project status, team recommendations, deliverables and issues / risks.
- Applies a structured change management approach and methodology to facilitate changes to system and process.
- Identifies and monitors entity-specific risks in the operational space; leads effort to develop strategies for mitigation of identified entity-specific risks.
- Understands and champions the vendor’s implementation methodology and approach.
- Remains aware of competing projects and identifies associated risks and mitigation strategies relative to resource contention and timeline impacts
- In coordination with Leadership develops and maintains program specific communication frameworks and documentation around meeting agendas, meeting minutes, decision documents and deliverable approaches, conforming to and supporting disciplines such as status reporting, issue log, change management, risk management, program task metrics and milestones.
- Acts as a change agent, facilitating Epic Change Management and Communication efforts.
- Advocates and evangelizes for the Epic program.
- Other duties as assigned.
Required Qualifications: (MUST MEET TO BE CONSIDERED)
- A Bachelor’s degree from an accredited college or university in HIT, Engineering or Public/Business Administration.
- Eight years of verifiable experience in electronic health record (EHR/EMR) program management.
- Five years of verifiable program/project management experience with a multi-hospital enterprise Epic implantation.
- ITIL foundation certified or obtained within 90 days of hire.
- Knowledge of the healthcare delivery system and healthcare policy.
- Proven ability to effectively present to executives.
- Expert knowledge of Microsoft Office suite of products including PPM, Visio, SharePoint, Excel, Word, PowerPoint.
- Epic vendor certification or training certification in acute and/or ambulatory modules.
- Advanced knowledge and proficiency in the use of project management methodologies and tools, project/program, financial management and resource management practices.
- Advanced degree in HIT, Public Health or Business.
- PMP certification.
- Experience or training with Lean.
Strong Salary Range, Benefits, and Pension Plan!
Job Type: Full-time
Salary: $80.00 to $96.00 /hour
- EPIC Project Management Implementation at a hospital: 5 years (Required)
- EHR/EMR) program management: 8 years (Required)