EPIC Implementation Project Manager

Job Description

Job Description

Who We Are:  

Aviva Health is a dynamic and mission-driven federally qualified health center (FQHC). Committed to providing comprehensive and compassionate healthcare services, Aviva Health offers a holistic approach to care, addressing patients' medical, behavioral health, dental, and social service needs. As a vital healthcare resource in the community, Aviva Health fosters a collaborative and supportive work environment where dedicated healthcare professionals have the opportunity to make a meaningful impact on the lives of individuals and families. Join us at Aviva Health and be part of a team that is dedicated to making a difference in the lives of our patients and the community we serve. 

Benefits Include:  

• Monday - Friday Scheduling 

• 403(b) Retirement with Employer Match  

• Work-life balance as a Blue Zones participant 

POSITION PURPOSE:

The Epic Implementation Project Manager is a part-time, project-based position responsible for coordinating organizational readiness and operational activities associated with the transition from athenahealth to OCHIN Epic.

This position serves as the primary liaison between organizational leadership, clinical and administrative departments, subject matter experts, super users, and the OCHIN implementation team. Key responsibilities include coordinating project activities, maintaining implementation timelines and deliverables, monitoring risks and dependencies, facilitating cross-functional communication, and supporting a successful transition through go-live and post-implementation stabilization.

The ideal candidate demonstrates strong healthcare operations and project management experience, with the ability to coordinate complex initiatives, collaborate across departments, manage competing priorities, and translate project requirements into actionable plans. Direct Epic implementation experience is preferred but not required.

This position is part-time and project-based, with work hours varying based on implementation milestones and organizational needs.

ESSENTIAL FUNCTIONS:

• Develops and maintains accurate, organized, and current implementation work plans, schedules, milestones, deliverables, and assigned responsibilities to support timely project completion.
• Effectively coordinates implementation activities with OCHIN, internal departments, and external partners, demonstrating strong time management, attention to detail, and consistent follow-through.
• Proactively monitors project progress, deadlines, dependencies, and potential barriers, promptly identifying risks, addressing concerns, and escalating delays or resource constraints to appropriate leadership.
• Maintains accurate and organized project documentation, including action items, decisions, issues, risks, approvals, and progress updates, ensuring timely access for authorized stakeholders.
• Prepares and communicates clear, concise, and accurate project status reports, keeping leadership and stakeholders informed of progress, priorities, risks, and recommended actions.
• Facilitates effective communication and collaboration among clinical, dental, behavioral health, revenue cycle, billing, finance, human resources, compliance, information technology, and other affected departments to support organizational alignment.
• Organizes and facilitates productive project meetings, workgroups, and readiness reviews, clearly communicating expectations, assigning action items, and ensuring timely follow-through.
• Collaborates with department leaders to identify and engage appropriate subject matter experts and super users, promoting active participation, accountability, and effective cross-functional coordination.
• Demonstrates professionalism, sound judgment, and effective problem-solving skills when coordinating issue resolution, facilitating communication, and escalating decisions requiring leadership approval.
• Coordinates thorough reviews of existing athenahealth workflows and preparation for Epic workflows, accurately documenting operational impacts, decisions, approvals, and outstanding concerns.
• Collaborates with department leaders to proactively identify necessary workflow changes, policy updates, staffing considerations, and training needs to support operational readiness.
• Coordinates reviews of scheduling, registration, referrals, orders, results, clinical documentation, billing, reporting, patient communications, and other affected workflows, ensuring accurate and timely follow-through.
• Facilitates timely coordination of system interfaces and integration dependencies with laboratories, radiology providers, pharmacies, and other applicable partners, directing technical questions to appropriate experts.
• Coordinates and documents workflow decisions, appropriately routing questions and concerns to authorized decision-makers without independently making clinical, billing, compliance, or technical configuration decisions.
• Coordinates user acceptance testing (UAT), including schedules, test scenarios, participant assignments, and completion tracking, ensuring representative workflows are thoroughly tested within established timelines.
• Accurately documents testing results, defects, outstanding questions, and corrective actions, facilitating timely communication with OCHIN and escalating unresolved issues affecting patient care, billing, operations, or go-live readiness.
• Coordinates employee training schedules, participation tracking, super-user engagement, and departmental readiness activities, proactively identifying gaps and supporting timely completion of training requirements.
• Develops and distributes clear, accurate, and timely implementation communications, timelines, FAQs, and change-readiness materials to support employee understanding and successful workflow transitions.
• Coordinates go-live preparation, including readiness checklists, staffing coverage, support resources, escalation procedures, issue reporting, and contingency planning to minimize operational disruptions.
• Maintains accurate records of go-live issues, assigned responsibilities, resolution status, and outstanding risks, facilitating timely communication and problem-solving between departments and OCHIN during stabilization.
• Facilitates post-implementation evaluations, documents lessons learned, and prepares an organized project closeout summary, ensuring outstanding responsibilities and unresolved issues are appropriately transitioned to operational owners.
• Demonstrates accountability, initiative, adaptability, and sound judgment while independently managing competing priorities, maintaining confidentiality, and consistently completing assigned responsibilities accurately and timely.
• Complies with all Aviva Health policies, procedures, and applicable regulatory requirements.
• Performs other duties and projects as assigned

QUALIFICATIONS:

• Experience coordinating complex projects involving multiple departments, stakeholders, competing priorities, and established deadlines required.
• Strong organizational, time management, communication, and interpersonal skills, with the ability to effectively facilitate meetings and ensure timely follow-through required.
• Ability to maintain project schedules, monitor deliverables, identify risks, resolve barriers, and appropriately escalate concerns required.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and Teams, or equivalent software required.
• Ability to work independently, exercise sound judgment, prioritize responsibilities, and manage project activities with minimal supervision required.
• Ability to maintain confidentiality and appropriately handle sensitive organizational, employee, and patient information required.
• Experience in a Federally Qualified Health Center (FQHC), community health center, ambulatory healthcare organization, or multi-specialty medical practice preferred.
• Experience with electronic health record (EHR) implementations, system conversions, or major healthcare technology upgrades preferred.
• Familiarity with Epic, OCHIN, athenahealth, or comparable ambulatory EHR systems preferred.
• Experience coordinating user acceptance testing, employee training, workflow redesign, or implementation go-live activities preferred.
• Knowledge of clinical operations, revenue cycle, patient access, referrals, healthcare interfaces, and reporting processes preferred.
• Experience collaborating with clinical providers, department leadership, executive leadership, and external implementation partners preferred.

PROFESSIONAL QUALITIES:

• Demonstrates ownership of assigned responsibilities, consistently follows through on commitments, and completes work accurately and within established timelines.
• Effectively prioritizes competing responsibilities, maintains organized project documentation, and manages deadlines with strong attention to detail.
• Communicates clearly, professionally, and respectfully with individuals at all organizational levels, promoting effective teamwork and timely information sharing.
• Proactively identifies potential challenges, evaluates available information, and recommends practical solutions while recognizing when leadership involvement is necessary.
• Responds effectively to changing project priorities, implementation timelines, and organizational needs while maintaining a positive and solution-focused approach.
• Demonstrates the ability to assess complex situations, make informed recommendations, and exercise appropriate discretion within established decision-making authority.
• Effectively coordinates cross-functional activities, facilitates productive discussions, and promotes accountability and collaboration without requiring direct supervisory authority.
• Consistently demonstrates integrity, discretion, respect, and professionalism while maintaining the confidentiality of sensitive organizational, employee, and patient information.

WORKING CONDITIONS:

Must be able to perform the following physical requirements:

• Remain in a stationary position frequently during the workday in order to perform essential functions.
• Moves or traverses throughout the clinic frequently during the workday to perform administrative duties.
• Operates a computer and other job-related equipment frequently throughout the workday.
• Communicates information and ideas clearly and accurately so that others can understand and effectively interact with patients, staff, and leadership.
• Typically works indoors in a temperature controlled environment.
• OSHA Exposure Category #2: The normal work routine involves no exposure to blood, body fluids, or tissues.

Ready to join our team? Apply now and take the next step in your career. 

DISCLAIMER:

Employees must be able to perform the essential functions of their position satisfactorily. Aviva Health will make reasonable efforts to accommodate a qualified applicant or employee with a known disability, unless such accommodation creates an undue hardship on the operation of the business. To request a reasonable accommodation, please contact the VP of HR or their designee by email.

Aviva Health is an Equal Opportunity Employer  
We are committed to fostering a diverse and inclusive workplace where all qualified applicants receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other legally protected status.  

Aviva Health is a Drug-Free Workplace  

To ensure a safe and secure environment for our employees and patients, Aviva Health maintains a drug-free workplace. All employment offers are contingent upon passing a drug screening and a criminal background check. Compliance with these policies is required throughout employment.