Patient Services Project Manager

We're proud to share that St Joseph Medical Center was recognized among the Best Hospitals in Washington state by U.S. News & World Report. 103 hospitals in Washington were evaluated and 14 met the high standards to be ranked among the best. 

CHI Franciscan and Virginia Mason are now united to build the future of patient-centered care across the Pacific Northwest. That means a seamlessly connected system offering quality care close to home. From basic health needs to the most complex, highly specialized care, our patients can count on us to meet their needs with convenient access to the region’s most prestigious experts and innovative treatments and technologies.

While you’re busy impacting the healthcare industry, we’ll take care of you with benefits that may include health/dental/vision, FSA, matching retirement plans, paid vacation, adoption assistance, annual bonus eligibility, and more!

Plans, manages, implements and evaluates complex strategic/operations/tactical projects and related programs which may involve risk/high impact financial, operational or legal implications.

• Consults with leadership/stakeholders to discuss business needs/requirements and identify viable technological/operational solutions/opportunities; develops project specifications and identifies specific methods for measuring project results.
• Plans, develops, manages, maintains and evaluates formal project plans for assigned projects, including charter, strategy, technical scope of work, staffing, scheduling, identification of risks, and contingency plans; determines allotment of available resources to various phases of projects; develops (in conjunction with executive management), oversees, and evaluates capital and operating budgets for assigned projects, including tracking and approving expendituresEvaluates business systems so that project definitions address issues on multiple levels including technical application, business process, legislative requirements, organization structure and goals, costs and security; reviews project proposals and addresses issues such as objectives, scope, time frame, funding limitations, procedures for accomplishing project, staffing requirements and allotment of resources.

• Monitors and maintains comprehensive project plan(s) covering all relevant elements, risks, considerations and resources; coordinates execution of project plan(s), and manages project activities to ensure timely progress against business objectives, budget(s) and established schedules/timelines.

• Establishes standards and procedures for project tracking, reporting, record-keeping and documentation; identifies and schedules project deliverables, milestones and required tasks.

• Ensures that assigned projects are conducted in accordance with professional and/or VMFH project management methodology, approved project plan and stakeholder expectations.

• Develops and implements comprehensive tracking and control mechanisms to facilitate the review of results and to identify problematic issues; assesses ongoing effectiveness by monitoring results achieved and comparing against results expected; takes timely and proactive corrective action to forestall problems and adverse impact on the project(s).

Manages project plan changes, communications and closure activities.

• Serves as point-person for internal and external project communications; ensures that project milestones, completion dates, costs, risks, contingencies and other significant matters are communicated on a regular basis to team members and stakeholders; briefs higher-level authorities on all aspects of assigned projects as appropriate, particularly as relates to project scope, schedule or budget.
• Reviews (or may initiate) change requests impacting any aspect of the project plan; conducts cost/benefit analyses as appropriate to determine impact on project schedule, costs and resources; approves (or recommends approval of) changes to initial project plan within defined scope of authority; prepares/processes change orders and adjusts project plan accordingly.
• Addresses project issues escalated to management level in accordance with established procedures and negotiates the resolution of issues with all stakeholders.
• Identifies, assesses and manages potential or actual project risk (e.g. budgetary non-compliance, scope control, missed deadlines/milestones, etc.).
• Devises and implements effective strategies and contingency plans to mitigate or resolve issues within scope of authority; reconciles conflicts regarding standards, priorities and resources and escalates matters exceeding scope of position to appropriate parties in accordance with established procedures.
• Performs project closure activities such as release of contract and/or staff assigned to the project, release of space/equipment, disposition of files and completion of all final documentation; obtains user acceptance/sign-off of completed project deliverables, products or services.

Assembles, oversees and evaluates project work team(s) for the duration of the project assignment; builds collaboration between multiple stakeholders who have varying degrees of interest and investment in assigned projects.

• Cultivates and maintains a high level of communications, interactions and team coordination, with both internal and external stakeholders, serving as point-person for internal and external project communications.
• Selects, organizes, manages and evaluates project team members, including inter-disciplinary staff, end-users, and vendor resources, if applicable; outlines and establishes work plan responsibilities and scope of authority; plans and conducts regular team meetings.
• Utilizes, and trains others on, VMFH project management methodology and associates tools (including work plans, issues logs, etc.) to monitor and measure progress and to manage the execution/quality of the project to achieve a successful outcome.

• Identifies and coordinates internal and external resources, such as subject matter experts in performance improvement, clinical effectiveness, etc.

• Assigns, coordinates and schedules each phase of project and coordinates recruitment or assignment of project personnel to ensure project progresses on schedule and within prescribed budget; ensures technical proficiency and productivity of project staff and arranges for training as necessary.

• Monitors performance and identifies/works out staffing issues; provides technical advice and guidance to resolve project matters.

• Outlines and establishes work plan responsibilities and scope of authority; plans and conducts regular team meetings.

• Ensures that project milestones, completion dates, costs, risks, contingencies and other significant matters are communicated on a regular basis to team members and stakeholders.

• Addresses project issues escalated to management level in accordance with established procedures and negotiates the resolution of issues with all stakeholders.

• Prepares (or oversees the preparation of) progress/status/problem resolution reports and related materials for management review.

• Briefs higher-level authorities on all aspects of assigned projects as appropriate, particularly as relates to project scope, schedule or budget.

Serves as a technical advisor and mentor to less experienced project managers and VMFH management in general to expand their knowledge of, and responsibility for, managing projects.

• Leads project groups in solving business problems to clearly identify projects, define success in measurable terms, manage project scope and risk, resolve conflicts and produce expected results.
• Maintains currency of, and access to, program tools, resources and supporting information.

May serve as member of cross-organizational project team(s) to represent assigned hospital perspective and ensure needs are understood and considered in project objectives and activities; may serve as key communication link between CSH IT project teams and assigned hospital management.

• Evaluates and incorporates information technology solutions and workflows to facilitate the development and long term adoption of new systems and practices that enhance/maximize the use of technology tools within the business unit; ensures that integration and adoption practices with information technology and business utilization (e.g. cultural assessment, change control/management, workflow design and system maximization, gap analysis between current and future workflows, downtime/contingency planning) are all clearly outlined and managed appropriately.
• Analyzes and manages systems utilization and implementation based on the approved project charter and scope.
• Provides status reports throughout design, build, testing and implementation phases to CSH IT and other interested parties; makes formal progress reports and communicates status, issues and actions taken to business stakeholders and other interested parties; makes verbal and written presentations to project teams and management.
• Performs related duties as required.

Education/Work Experience Requirements

• Bachelor’s degree in Business Administration, Healthcare Administration, Project Management or other field related to the duties of the position, completion of an accredited project management training course and five years of progressively responsible related work experience that demonstrates the attainment of the requisite job knowledge, skills and abilities.
• Project management experience in the healthcare field is strongly preferred.
• Or any equivalent combination of education and experience which provides the required knowledge, skills and abilities to perform the essential functions of the position.

Licensure/Certification

• Current certification as a Project Management Professional (PMP)