Job Purpose

The Clinical Operations Project Manager, reporting to the VP of Clinical Operations, is responsible for formulating, organizing, and overseeing complex projects within clinic operations. As a thought leader, they drive continuous improvement by integrating optimal solutions from each project. This role facilitates and supports the implementation of clinic projects and process improvement initiatives, leveraging expertise in program and project management, as well as data analytics. The incumbent leads clinic project teams and activities to translate the continuous improvement vision into actionable strategies and results. This role also plays a key role in managing various programs, ensuring alignment with organizational goals, and overseeing the successful execution of multiple initiatives to enhance clinic operations. In addition, you will be responsible for contributing to the growth and success of HealthTexas while upholding our Mission, Vision and Values.

Culture and Values Expectations

At HealthTexas, we believe that our workplace culture is the cornerstone of our success. We are committed to fostering an inclusive, collaborative, and innovative environment where every Associate feels valued, empowered and motivated to reach their full potential. Our culture is the driving force behind our mission "to deliver quality and compassionate care with outstanding service, every patient, every time". As a (Job Title) at HealthTexas we expect you to embody and promote our Values and defined behavioral expectations.

* Integrity: Do the right thing, the right way, every time.

* Be honest and uphold commitments and responsibilities, earn the trust and respect of the team and those we serve, and maintain privacy and confidentiality.

* Compassion: Treat everyone with respect and dignity.

* Foster an environment of inclusivity and well-being, practice patience and empathy, and assume positive intent.

* Synergy: Collaborate to improve outcomes.

* Invite and explore new opportunities, promote effective communication and teamwork, take pride in yourself, your work and HealthTexas.

* Stewardship: Use resources responsibly and efficiently.

* Implement effective strategies to attain goals, achieve maximum productivity and results, and seek continuous knowledge and improvement.

Essential Job Duties & Responsibilities

* Provides for the achievement of the clinics' continuous improvement goals by leading projects throughout the clinics and project management of cross-functional initiatives, events and activities utilizing process improvement concepts and tools.

* Leads and facilitates clinic and interdepartmental project teams, and ad hoc teams or committees, to complete an assigned project or initiative on time, to specifications, and with accuracy and efficiency. Influences project outcomes and maintains a culture of continuous improvement and learning while producing results.

* Plans, organizes, and manages the project activities to make sure that they are in line with the project's general goals and objectives. Outlines the tasks involved in the project and delegates to team members accordingly based on expertise, work experience, time constraints, and to the team members best positioned to complete them.

* Establishes appropriate clinical and organizational measurements of continuous improvement activities. Periodically assesses the effectiveness of clinical processes and improvement activities. Leads the development of metrics and documents illustrating the progress of ongoing projects and activities. Monitors effectiveness measures and conducts gap analysis to identify additional needs and assists with developing solutions.

* Plans the project meetings including preparing the agenda, meeting documents, and presentation materials, if necessary, and facilitates meeting discussions using effective facilitation methods and tools. May assist with planning and coordinating, and/or facilitate at other meetings throughout the organization as requested.

* Responsible for the preparation and review of all documents that are related to the project teams, which may include charters, budget, reports, records, literature, and related company policies. Evaluates and delivers documents and materials via the most effective and efficient method for the audience served.

* Advocates and supports inclusion of organizational effectiveness framework and key principles into projects by using continuous improvement techniques such as PDCA, 5S, DMAIC, Value Stream Mapping, Root Cause Analysis, Kanban, etc.

* Appropriately escalates issues that may arise and potentially impact clinical operations and strategy implementation through cross-functional coordination and engagement with business and support unit teams. Addresses questions, concerns, and/or complaints.

* Makes effective decisions when presented with multiple options for how to progress with the projects.

* Creates long and short-term project plans, including setting targets for milestones and adheres to deadlines. Adjusts schedules and targets on the project as needs for the project change.

* Ensures projects have the required resources needed and settle issues that may come up in the process of executing a project.

* Serves as a point of contact for teams when multiple units are assigned to the same project to ensure team actions remain in synergy.

* Provides regular updates on the status of clinical projects to senior leadership.

* Manage the patient experience program with in clinical operations, including overseeing the administration of Press Ganey surveys. Analyze survey data to identify opportunities for enhancing the patient experience. Report survey results to providers and clinic associates, and collaborate with them to implement improvements. Facilitates training, monitors training effectiveness measures, and trouble shoots any performance gaps identified by making adjustments to the program, as needed.

* Serves as the data analyst for clinical operations. Analyzes data to identify trends, patterns, and area for improvement. Obtains, monitors, and reports out on all production measures related to clinical operations Assists the management teams in drawing conclusions and making inferences from the data. Recommends course of action for items identified in the gap analysis or needs assessment.

* Conduct cost benefit analysis to evaluate the financial impact of various clinical operations strategies.

* Ensures compliance with federal, state, local, industry, contractual, and company regulations, standards, specifications, best practices related to assigned projects and clinical operations waived testing program.

* Leads the vaccine management program for clinical operations. Includes forecasting demand by analyzing historical data, current trends, and factors such as seasonality and population changes to predict the demand for vaccines. Ensure timely and accurate procurement and distribution of vaccines. Collaborate with clinical staff to promote vaccination programs and improve vaccination rates. Monitor vaccine inventory levels and adjust ordering quantities as needed to minimize waste and ensure adequate supply.

* Ensure all clinics are in compliance with regulatory compliance of the waived testing programs. Works with clinic leadership and laboratory manager to make needed adjustments or changes to ensure compliance with regulatory requirements.

* Contributes to the continuous improvement of business processes and awareness of current best practices by development of self and teams in the study of continuous process improvement, best practices, continuing education, participation in professional organization(s), and by developing and maintaining a professional network outside the company.

* Other duties as assigned.

Experience

* At least three (3) years of project management experience required in healthcare setting, and two (2) years in project lead role.

* Ability to use basic process improvement methods such as PDCA, 5S, DMAIC, Value Stream Mapping, Root Cause Analysis, Kanban, etc.

* Experience in writing policy and procedures. Proficiency in data analysis tools and software, such as Microsoft Excel, Tableau, or similar programs.

Education

* Bachelor's degree in Healthcare Administration, Business Administration, or related field required; Master's degree preferred.

* Project Management Professional (PMP) certification preferred.

* Lean Six Sigma Green Belt or Black Belt certification required.

Knowledge, Skills & Abilities

* Strategic thinking and decision-making skills, strong analytical problem-solving, and a customer-focused mindset.

* Demonstrated skills in project and program management.

* Excellent verbal and written communication, interpersonal, and influencing and facilitation skills so as to be able to effectively convey messages across to both project team members and other external persons like vendors and external consultants.

* Clear and effective written and verbal communication, along with strong attention to detail and a high level of customer focus.

* Demonstrates project management and organizational skills in order to lead cross-functional and multi-disciplinary project teams and manage time and resources effectively.

* Excellent organizational skills and attention to detail.

* Excellent time management skills with a proven ability to meet deadlines.

* Ability to prioritize tasks and to delegate them when appropriate.

* Thorough understanding of or the ability to quickly learn about the project.

* Ability to work with little or no supervision.

* Must be able to work within stipulated timeframes or deadlines even in the face of multiple responsibilities or projects.

* Must have a 'one of a kind' work ethic, and must exhibit a great level of self-discipline.

* Ability to organize and motivate other members of the project teams.

* Proficient user of basic computer applications for the execution of documentation such as formulating meeting agendas and charters, project updates, formulating reports, and exporting data.

Work Hours, Travel Requirements

* Monday - Friday, Business Hours, and as needed to complete projects.

* Reliable transportation for travel to clinic and administrative offices is necessary.

* Daily travel to and from clinics and administrative office for meetings

Working Conditions & Physical Requirements

* This job operates in an office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets and fax machines.

* Requires prolonged sitting, some bending, stooping, stretching and occasional lifting up to 50 pounds.

* The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Job responsibilities may change at any time with or without notice.