Application Project Manager, Epic – INDCP

INDCP

POSITION SUMMARY:

The project manager provides an additional level of coordination and communication, overseeing implementation for the application build within Epic for Clinical and Revenue Cycle Management as well as overall planning, tracking and communication of all testing efforts. These goals will be using the project plan in Epic’s Orion system.

DUTIES AND RESPONSIBILITIES:

Management responsibilities

• Maintaining the scope, schedule, and quality of the project in their specific application area or team

• Setting clear expectations for team members, including defining what they should do at each phase of the project

• Working closely with the project director and other project managers to coordinate activities

• Ensuring that the business community is engaged in the project

• Advising and coaching team members by providing guidance on project issues, key success factors of the project, and lessons learned

• Sharing with team members the positive effects of innovation and system capabilities

• Reinforcing the importance of the project together with the executives and the project director, and providing consistent communication to the project team

• Organizing resources within the organization

• Motivating and showing appreciation for the team

• Appropriately matching team member skills to team responsibilities

• Managing the project from an organizational perspective while attending to detailed tasks

Core responsibilities

• Assisting as a support contact for their area

• Identifying and troubleshooting issues

• Guiding workflow design, building and testing the system, and analyzing other technical issues associated with Epic software

• Serving as a liaison between organizational needs and Epic implementation staff

• Maintaining regular communication with Epic representatives, including participating in weekly project team meetings

• Working with Epic representatives, your organization’s business community, and end users to ensure the system meets the organization’s business needs in regards to the project deliverables and timeline

• Developing an understanding of operational needs to set the direction for the organization’s workflows

• Participating in training and working with end users

• Reviewing the status of projects and issues on an ongoing basis with leadership

• Holding weekly communications with team members to discuss the status of deliverables, shared issues, end-user concerns, budget, and upcoming milestones

During the install, you directly lead some testing efforts, including:

• Application testing

• Integrated testing with parallel revenue cycle testing

• Mapped record testing

• Regression testing

You also help coordinate the remaining efforts. After your go-live, you’ll transition some of these testing efforts into your maintenance testing plan.

Plan

• Integrate testing timelines and milestones into the overall project plan, considering other responsibilities of everyone involved.

• Communicate regularly with the Epic team and involved third-party and technical teams about upcoming testing activities and timelines.

• Finalize the script lists that will be tested for each effort, such as your initial installation, special update (SU) packages, upgrades, etc.

• Create a detailed testing schedule.

• Book resources like printers, scanners, barcode scanners, rooms, etc.

Develop a Testing Process

• Implement your test management system, including your test scripts and a way to track them.

• Assign owners of testing areas and scripts.

• Document the methodology you’ll use to test, fix, and re-test throughout testing rounds.

• Keep your testing materials and files in a central location on your firewall-protected internal network.

• Develop a plan for escalating testing delays and issues.

Define an Issue Tracking Process

• Select an issue tracking system.

• Define your process to document, fix, and resolve issues.

• Define issue priorities, such as critical, high, medium, and low.

Manage the Testing Process

• Coordinate development of test scenarios and scripts with your project team.

• Create a schedule that outlines when your team will run scripts.

• Prepare your project teams for testing by communicating testing timelines and the test script review process in the early phases of your project.

• Solicit testing updates from project teams for updated workflows and new features.

• Update your testing project plan throughout the project.

• Liaise between teams, vendors, and project leadership (using reports and recurring meetings) to escalate issues and delays.

• Provide testing updates and escalate issue resolution to project leadership.

• Make your testing processes successfully repeatable.

Key competencies

• Adaptability/flexibility

o Demonstrating flexibility with respect to changing end-user business needs

• Critical thinking

o The ability and willingness to see things in an open-minded way and examine an idea or concept from as many angles as possible

• Dependability

o The ability and willingness to take ownership of work activities and ensure that they are completed in an accurate, efficient, and timely manner

• Initiative

o The ability and willingness to recognize assignments or tasks that need to be completed, to seek out additional assignments or tasks, and to help others

• Interpersonal skills

o The ability to communicate information clearly and concisely with project leadership and subject matter experts

• Learning

o The ability and willingness to learn new software and systems

• Listening

o Listening attentively to ensure that the intended message has been accurately received, holding responses until the person has finished making his/her point, and repeating information to ensure accuracy

• Problem solving

o Seeking, logically examining, and interpreting information from different sources to determine a problem’s cause and developing a course of action to resolve the problem and to prevent its recurrence

• Relationship building

o The ability to gain trust and establish effective relationships with Epic counterparts

• Resilience

o The ability to persevere in difficult situations, overcome obstacles, and reach high levels of performance when faced with stressful work situations and time pressures

TRAINING AND CERTIFICATION:

We suggest that project managers get certified in an application in their area at the same time as their project team members. To provide support to their application coordinators, project managers must understand the issues in their area well enough to represent their users’ needs to Epic. Certification provides them with the deep understanding of the system they’ll need to facilitate discussions and decision-making.

ESSENTIAL EDUCATION, SKILLS AND EXPERIENCE:

State the minimum education and experience required to successfully perform the role. List any additional skills and experience preferred but not necessarily needed for the position.

PHYSICAL DEMANDS:

The physical demands and work environment characteristics described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

While performing the essential functions of the job the employee comes in contact with patients under a wide variety of circumstances. May be exposed to/occasionally exposed to unpleasant situations {accidents. injuries and illness}. Subject to varying and unpredictable situations.

MANAGERIAL DEMANDS:

While performing the essential functions of the job, the team member will be required to be available via cell phone during work hours, as well as before and after work hours and on weekends, to answer calls and concerns. Regular checking of FastMed email is required.

REPORTING TO THIS POSITION:

All Analysts for both the Revenue Cycle Management and Clinical Application builds will report directly to the Application Manager.