THIS POSITION IS OPEN TO CURRENT UW MEDICINE ENTERPRISE REVENUE CYCLE EMPLOYEES ONLY
A higher degree of healthcare.
All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored.
UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals.
The UW MEDICINE ENTERPRISE REVENUE CYCLE (ERC) has an outstanding opportunity for a full time, ENTERPRISE REVENUE CYCLE(ERC)PROJECT MANAGER (PM).
The purpose of this position is to provide project management support for strategic, large, and complex initiatives that cross Revenue Cycle Operations and other Departments/Entities across UW Medicine.
Under the supervision of the ERC Project Director, the PM will participate in and contribute to the successful planning, execution, monitoring, controlling, and completion of assigned projects and sub-projects. These projects will include implementation of new Epic modules and/or other applications (such as AccuReg and Huron tools), and respective workflows, policies, and procedures to Enterprise Revenue Cycle users. The sub-projects will feed into key strategic projects and critical initiatives, such EHR implementation, centralized patient check-in, etc.
The PM has responsibilities over the scope, budget, and schedule for these projects. Among other responsibilities, these projects will require the PM to work closely with the ERC departments to define project justification, identify project requirements, perform gap analysis, facilitiate operational project changes, develop policies and procedures, and help prepare for executive communication. Where appropriate, the PM will have to collaborate with counterparts from IT Services, FPPS, and SCCA to understand hand-off points and inter-dependencies, align project schedules, as well as manage risks and issues.
The PM will also develop and maintain appropriate project management plans, project schedules, status reports, and other project artifacts as needed. He or she will also plan and direct business process development, SBAR creation, and data analysis as well as facilitate business requirements.
The PM will plan project activities and manage the project team to ensure that quality project deliverables are met. The PM will communicate responsibilities and expectations to team members; manage resource allocation and time tracking, manage tasks, dependencies, and deliverables according to project schedule, scope, and budget; identify and manage project issues, risks and decisions; and manage integration and consistency of all components of projects.
UW Medicine is made up of a complex set of multi-disciplinary clinical, business, and administrative workflows across care settings. The PM needs to gain an understanding of the overall organizational processes and the processes related to assigned projects.
Under the supervision of the ERC Project Director, these project management functions will be performed in partnership with the ERC leadership and other UW departments, as appropriate. The position may be asked to assist in reports for other UW and state agencies as needed.
The ENTERPRISE REVENUE CYCLE PROJECT MANAGER - UW MEDICINE will:
LEAD PROJECT INITIATION AND PLANNING PHASES OF PROJECTS
Using standard tools and templates, facilitate initiation and planning for assigned projects. Ensure completion of project deliverables, as appropriate. Fulfill roles of facilitator and task manager. Specific duties and deliverables include, but are not limited to:
Develop project charter to capture project justification, define project scope and timeline, and get sign-off from project sponsor(s) and principal stakeholders
Review vendor contracts and identify key deliverables and timeline, where appropriate
Organize work required to accomplish project scope and objectives
Define and communicate clear project roles and responsibilities
Develop project schedule and management plans around specific work threads (e.g. training plan, communication plan, test plan)
Monitor resource utilization and adjust resource estimates as needed
Provide input for return on investment analysis as requested
Report project status on a regular basis to sponsors and impacted leadership, project team, and stakeholders
Ensure that phase milestone reviews are completed in a timely manner
ACTIVELY IDENTIFY MANAGE PROJECT ISSUES AND RISKS
Actively manage project issues throughout the project lifecycle. Specific duties include, but are not limited to:
Facilitate risk assessment, document and develop risk response plans for key project risks
Encourage active risk and issue identification, prioritization/severity, and management using Risk and Issue Logs
Communicate issues and resolution steps, risks and response plans to ERC leadership and stakeholders, as appropriate
Educate team on responsibilities related to issue and risk management
MANAGE SCOPE, BUDGET, AND SCHEDULE FOR ASSIGNED PROJECTS
Assuming responsibility for scope, budget, and schedule throughout project lifecycle. Specific responsibilities include:
Ensure time tracking compliance and accuracy for project by project team
Manage vendor time spent on fee-for-service (time and material) agreements and/or coordinate with appropriate leadership on fulfilment of payment milestones on fixed fee agreements
Maintain, update, and communicate project schedule throughout project lifecycle
Track project activity and manage project changes to ensure approved scope boundaries are observed and any deviations are being discussed with resolution
Track budget spend (e.g., planned vs. actual labor costs/vendor costs) throughout project lifecycle and is able to speak to the variance
Ensure that all components of the projects are integrated and working within common goals and assumptions, including applications and workflows, interfaces, testing, activation planning, and Go-Live support
COMMUNICATIONS, CUSTOMER RELATIONSHIPS, AND PROGRESS/STATUS REPORTING
Develop and maintain a service-oriented relationship with ERC leadership, principal stakeholders, resource managers, and project team. Focus in strong communication, relationship development, and progress/status reporting to include:
Provide regular status of current efforts, achieved milestones, and current risks and issues in formal documented status reports and in multiple meeting forums
Report project progress relative to the planned progress including variance explanation and earned value of project effort
Facilitate regular project meetings with agendas and meeting minutes to ensure project team and stakeholders are kept informed
Escalate issues and decisions in discrete, objective, and actionable format, such as the SBAR
Recommend solutions based on accumulated input from team members, user representatives, and stakeholders
Adjust communications style and content to the audience
Maintain project SharePoint site within pre-defined standards
MANAGE EXECUTION OF PROJECTS WITHIN STANDARD PROJECT FRAMEWORK
Using standard tools, templates, policies, and procedures, manage all components of projects throughout their execution. Ensure completion of standard deliverables, as appropriate. Specific duties and deliverables include, but are not limited to:
Manage execution of project tasks, understanding task dependencies and timeline impact
Ensure that current-state business processes or workflows are documented, facilitate gap analysis, and lead the development of future-state business processes or workflows
Ensure thorough documentation of user and application requirements
Ensure execution of test plan including appropriate test and defect documentation for application, interfaces, and workflows
Ensure that all deliverables are completed with appropriate review per operational or project governance structure
MANAGE IMPLEMENTATION AND POST-IMPLEMENTATION CLOSEOUT FOR ASSIGNED PROJECTS
Lead project team in the implementation of project deliverables and close-out of project to include:
Develop and lead execution of Implementation plan
Facilitate development of Go/No Go criteria and lead the decision-making process, if necessary
Work with managers to create new support plans or update existing support plans to include new project
Facilitate formal production support turnover with production support team management
Facilitate and document lessons learned
MANAGE ASSIGNED PROJECT STAFF IN EXECUTION OF PROJECT TASKS
Provide direction and serve in a supervisory role over the execution of assigned tasks by project team members, which include:
Delegate tasks with clear expectations of deliverable scope, quality and timeline constraints, as well as the tools and processes that should be used
Ensure high quality and timeliness of work and escalate exceptions, as appropriate
Escalate resource-related issues to Project Director and/or Resource Manager, as appropriate
Provide input, as requested by resource managers, on team members' performance for inclusion in personnel evaluations
Mentor assigned project staff in discipline of Project Management
MANAGE VENDOR EXECUTION AND DELIVERABLE
Work with vendor engagement leads at the outset of the project to ensure mutual agreement on working relationships and details including:
Define and publish clear roles and responsibilities for vendor project team
Define deliverable responsibilities with agreed timelines to align with contractual obligations
Monitor vendor performance and escalate exceptions to vendor engagement lead or Project Director, as appropriate
Provide input on vendor contractor performance as requested by vendor engagement lead or Project Director
Approve for payment vendor time spent on fee-for-service (time and material) agreements and/or coordinate with appropriate leadership on fulfilment of payment milestones on fixed fee agreements
CONTRIBUTE TO ERC PROJECT MANAGEMENT STANDARDS, CULTURE, AND ACTIVITIES
Provide active input to continuously improve ERC Project Management standards to best meet the needs customer stakeholders and support ERC Project Management objectives of increased quality and time-to-production, and reduced variability for projects. Specific duties include, but are not limited to the following:
Develop and refine ERC Project Management standards as assigned
Participate in ERC internal projects
Promote ERC Project Management standards and discipline to team members and stakeholders
Serve as supplemental project resource to other projects as necessary
This position will include the regular functional leadership of project staff in the execution of project activities. This leadership includes providing direction to project and serving as the primary escalation point for issues and questions. This position will also assist in vendor management during the course of application deployments and initiate/execute transition plans to the team(s) responsible for ongoing support.
Bachelor's degree in a health-care oriented profession, a business-related field, or other disciplines that demonstrate analytical or communications abilities
Four+ years' experience should include:
Minimum three years of experience working on application deployment and/or process improvement projects
Minimum three years of experience effectively working with multiple, diverse stakeholders in a project environment
Minimum three years of experience in a customer-facing role.
Experience with MS Office tools: Project, Word, Excel, Visio, PowerPoint, SharePoint, and Outlook
Background and experience in healthcare and Revenue Cycle process
Understanding of Epic Systems Revenue Cycle modules and operational flow
Experience with a large healthcare system
Project Management Professional (PMP) certification
CONDITIONS OF EMPLOYMENT:
The individual in this position is expected to work normal daytime hours. However, significant off-hours and weekends may be needed to resolve problems and during implementation and maintenance activities. This individual is also expected to be available for call on a 24x7 basis as needed.
Because of the physically separated sites for UW Medicine, this position requires the ability to quickly access sites, using personal means of transportation. Travel to/from includes, but is not limited to, UW Medical Center, Harborview Medical Center, Northwest Hospital, downtown Seattle, and other facilities which are affiliated with UW Medicine.
UW Medicine includes Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Neighborhood Clinics, UW Physicians, UW School of Medicine, and Airlift Northwest.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.