EPIC Implementation Project Manager

Aviva Health•Roseburg, OR

5d•$35 - $45

About The Position

The Epic Implementation Project Manager is a part-time, project-based position coordinating organizational readiness and operational activities for Aviva Health’s transition from athenahealth to OCHIN Epic. The role serves as the primary liaison among organizational leadership, clinical and administrative departments, subject matter experts, super users, and the OCHIN implementation team. It coordinates project activities, timelines, deliverables, risks, dependencies, and cross-functional communication through go-live and post-implementation stabilization. Work hours vary based on implementation milestones and organizational needs. The position coordinates project plans and documentation; facilitates meetings and readiness reviews; supports workflow assessment and preparation, user acceptance testing, employee training, go-live planning, and stabilization; and communicates project status and issues to stakeholders. It routes clinical, billing, compliance, and technical questions to authorized decision-makers rather than making those decisions independently. The role requires strong healthcare operations and project coordination experience. Direct Epic implementation experience is preferred but not required.

Requirements

Experience coordinating complex projects involving multiple departments, stakeholders, competing priorities, and established deadlines.
Strong organizational, time management, communication, and interpersonal skills, including the ability to facilitate meetings and ensure timely follow-through.
Ability to maintain project schedules, monitor deliverables, identify risks, resolve barriers, and appropriately escalate concerns.
Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and Teams, or equivalent software.
Ability to work independently, exercise sound judgment, prioritize responsibilities, and manage project activities with minimal supervision.
Ability to maintain confidentiality and appropriately handle sensitive organizational, employee, and patient information.

Nice To Haves

Experience in a Federally Qualified Health Center (FQHC), community health center, ambulatory healthcare organization, or multi-specialty medical practice.
Experience with electronic health record (EHR) implementations, system conversions, or major healthcare technology upgrades.
Familiarity with Epic, OCHIN, athenahealth, or comparable ambulatory EHR systems.
Experience coordinating user acceptance testing, employee training, workflow redesign, or implementation go-live activities.
Knowledge of clinical operations, revenue cycle, patient access, referrals, healthcare interfaces, and reporting processes.
Experience collaborating with clinical providers, department leadership, executive leadership, and external implementation partners.
Direct Epic implementation experience is preferred but not required.

Responsibilities

Develop and maintain implementation work plans, schedules, milestones, deliverables, and assigned responsibilities.
Coordinate implementation activities with OCHIN, internal departments, and external partners.
Monitor project progress, deadlines, dependencies, risks, barriers, delays, and resource constraints; address concerns and escalate as appropriate.
Maintain project documentation, including action items, decisions, issues, risks, approvals, and progress updates.
Prepare and communicate project status reports, priorities, risks, and recommended actions to leadership and stakeholders.
Facilitate communication and collaboration across clinical, dental, behavioral health, revenue cycle, billing, finance, human resources, compliance, information technology, and other affected departments.
Organize and facilitate project meetings, workgroups, and readiness reviews, and track action items and follow-through.
Coordinate the engagement of subject matter experts and super users with department leaders.
Coordinate reviews of athenahealth workflows and preparation for Epic workflows, documenting operational impacts, decisions, approvals, and outstanding concerns.
Coordinate identification of workflow changes, policy updates, staffing considerations, and training needs.
Coordinate reviews of scheduling, registration, referrals, orders, results, clinical documentation, billing, reporting, patient communications, and other affected workflows.
Coordinate system interface and integration dependencies with laboratories, radiology providers, pharmacies, and other applicable partners, directing technical questions to appropriate experts.
Route workflow questions and concerns to authorized decision-makers without independently making clinical, billing, compliance, or technical configuration decisions.
Coordinate user acceptance testing schedules, test scenarios, participant assignments, and completion tracking; document results, defects, questions, and corrective actions.
Coordinate employee training schedules, participation tracking, super-user engagement, and departmental readiness activities, identifying and supporting closure of training gaps.
Develop and distribute implementation communications, timelines, FAQs, and change-readiness materials.
Coordinate go-live preparation, including readiness checklists, staffing coverage, support resources, escalation procedures, issue reporting, and contingency planning.
Track go-live issues, assigned responsibilities, resolution status, and outstanding risks during stabilization, coordinating communication and problem-solving between departments and OCHIN.
Facilitate post-implementation evaluations, document lessons learned, and prepare a project closeout summary that transitions outstanding responsibilities and unresolved issues to operational owners.
Manage competing priorities independently, maintain confidentiality, comply with Aviva Health policies and applicable regulatory requirements, and perform other assigned duties and projects.