9978 Epic Program Director

Recruitment #PEX-9978-085404

Introduction

9978 Epic Program Director

The Department of Public Health (DPH) is looking to procure a temporary (up to 5 years) 9978 Epic Program Director position to help lead, design, develop & implement DPH’s unified electronic health record solution.

APPOINTMENT TYPE: Permanent Exempt (PEX), this position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer.

POSITION DESCRIPTION: The San Francisco Department of Public Health (DPH) is seeking an experienced Epic Program Director to manage the Epic implementation build team along with related clinical applications both during the Epic install and post-live optimization, ongoing support and continued stages of the install. This is the largest investment DPH has made totaling $370M. The implementation includes over 11,000 DPH and University of California, San Francisco (UCSF) clinicians and support staff. The electronic health record (EHR) will replace a multitude of existing eHRs, diagnostic and clinical support systems, revenue cycle and reporting systems. The breadth of care delivery impacted by this implementation includes but is not limited to, Acute Care, Long Term Care, Skilled Nursing, Emergency Department (ED) and Trauma, Psychiatric inpatient and ambulatory, Home Health, care transitions and Jail Health services. Installing the unified eHR will provide the technology needed to support the DPH mission to promote and protect health the health of all San Franciscans. The Epic and Clinical Applications Director will develop and promote effective communication, coordinate governing executive management, coordinate project managers (vendors, partners and staff), provide contractual management, meet defined deadlines, remain in budget, meet quality objectives and manage constraints related to government processes.

The Epic Program Director is responsible for managing the build, integrated areas and functional utilization of all 3rd party Epic-related systems as well as other tightly integrated clinical systems. This position reports to ACIO. The Epic Program Director will ensure operational readiness, implementation, adoption and success of the Epic suite of products as well as the related 3rd party and critical clinical systems. Additionally, this resource will be responsible for facilitating and managing the cultural change for employees via advisory committees, Lean processing gap analysis, coordination with the CNIO and CHIO and Human Resources.

With an anticipated go-live of August 3, 2019 and the last phases completed in 2021. This role will extend to ongoing optimization, upgrades and support. The Director must have the experience to manage a large scale Epic application implementation in an integrated delivery system. The Epic and Clinical Applications Director manages cross-team relationships with entity staff, potential affiliate/partner resources and other IT resources to identify and respond to risks and opportunities, to monitor project progress and produce deliverables on schedule. He/she will also ensure that the project is within budget and scope.

A successful candidate must demonstrate a proven track record in establishing and delivering successful methodologies and expertise at the program level. S/He should have experience in the implementation and use of a Portfolio and Program Management (PPM) tool. The successful candidate must have a proven track record for fostering collaborative work environments, be able to mentor all levels of the eHR PM staff and consultants, and demonstrate excellent leadership and conflict resolution skills.

ESSENTIAL DUTIES: Responsibilities and duties may include, but are not limited to, the following:

  • Analyzes and manages risks and inter-dependencies within and across applications and integration to formulate plausible solutions/contingency plans in consultation with stakeholders.
  • Responsible for clinical applications staff and lead/manager assignments, directing and monitoring work efforts on a daily basis, identifying resource needs, performing quality review; and escalating functional, quality, timeline issues appropriately. 
  • Manages to the budget and providing cost to budget and forecasting to ensure the eHR program sustainability. 
  • Takes new clinical applications contracts to the Health Commission Finance Committee in close collaboration with the CHIO/ACHIO and Business as well as contracts teams. 
  • Produces monthly dashboard of key performance indicators. 
  • Models and utilizes Lean Daily Management with visual Kanban. 
  • Updates program status reports to inform on success issues and/or risks associated with the individual projects and overall program, escalate and re-mediate as necessary. 
  • Responsible for defining the resources needed for staffing new and ongoing applications. 
  • Defining KPIs for all teams within Epic and Clinical Applications. 
  • Responsible for maintaining professional and working relationship with all stakeholders and IT leadership. 
  • Assists IT leadership, IT Managers and business in developing, executing and communicating the DPH and IT strategic direction. 
  • Coordinates legal, security and technical teams to develop appropriate agreements and policy. 
  • Maintains knowledge of emerging industry trends, eHR updates, federal, state and local initiatives that would affect defined requirements. 
  • Maintains knowledge of major Epic and Clinical vendor announcements and product capabilities identifies risk or opportunity. 
  • Advocates that entity alter current processes in order to leverage Epic’s Foundation workflows and functionality. For any required exceptions to these standards, works with entity leads to communicate/document justification. 
  • Collaborates with project leads to manage operational readiness and to manage project status, team recommendations, deliverables and issues/risks. 
  • Applies a structured change management approach and methodology to facilitate changes to system and process. 
  • Identifies and monitors entity-specific risks in the operational space; leads effort to develop strategies for mitigation of identified entity-specific risks. 
  • Understands and champions the Epic’s implementation methodology and approach. 
  • Remains aware of competing projects and identifies associated risks and mitigation strategies relative to resource contention and timeline impacts 
  • In coordination with Leadership develops and maintains communication frameworks and documentation around meeting agendas, meeting minutes, decision documents and deliverable approaches, conforming to and supporting disciplines such as status reporting, issue log, change management, risk management, program task metrics and milestones. 
  • Acts as a change agent, facilitating Change Management and Communication efforts. 
  • Advocates and evangelizes for the Epic program. 
  • Other job related duties, as assigned.

About the Department

The San Francisco Department of Public Health (SFDPH) is the largest department within the City and County of San Francisco. With an annual operating budget of $2.2 billion, SFDPH employs over 8,000 people, and contracts for more than $400 million in community-based services.

The San Francisco Department of Public Health is an integrated health department with two major divisions to fulfill its mission of protecting and promoting the health of all San Franciscans:

  • The San Francisco Health Network (SFHN) includes top-rated hospitals, clinics and programs that provide medical, mental health, and substance abuse services to over 100,000 individuals. SFHN includes Zuckerberg San Francisco General Hospital, the only local Level 1 Trauma Center for San Francisco and Laguna Honda Hospital and Rehabilitation Center, the largest public skilled nursing facility in the Country; and
  • The SFDPH Population Health Division (PHD), which earned public health accreditation in 2017, carries out traditional and mandatory public health functions such as: consumer safety activities; health promotion and prevention; inspections of food, alcohol, and cannabis businesses; promote improved air and water quality; promote pedestrian safety; HIV prevention, research and surveillance; TB prevention and treatment; Emergency Medical Services; and analysis of community public health data.

SFDPH’s central administrative functions, including finance, human resources, information technology, and policy and planning, support and promote integration between SFDPH’s two divisions. The SFDPH is committed to providing quality health care and public health services to all San Franciscans regardless of immigration or insurance status.

 

Minimum Qualifications

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification.  Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement. 

Education:

  • Possession of a Bachelor's degree from an accredited college or university; AND

Experience:

  • Five (5) years of verifiable experience in Electronic Health Record (EHR) program management of which 3 years must include supervisory experience; AND

Certification:

  • Epic Certification with current continuing education (CCE) or Verifiable history of attaining Epic Certification

Desired Qualifications:

  • Prior experience working with public health clinics/hospitals.
  • Knowledge of the healthcare delivery system and healthcare policy. 
  • Proven ability to effectively form relationships executives (through rePrior experience working with union staff. 
  • Ability to recognize and fit into the organizational culture (through references) 
  • MBA, MPH preferred. 
  • Experience and understanding of integration between Epic and 3rd party vendors.

The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring.

Verification of Experience: http://sfdhr.org/getting-job#verification  
Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process.

One year full-time employment is equivalent to 2,000 hours (2,000 hours of qualifying work experience is based on a 40 hour work week). Any overtime hours that you work above 40 hours per week are not included in the calculation to determine full-time employment.

Verification of Education: If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/how-verify-education-requirements

Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco.

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

How To Apply

Applications for City and County of San Francisco jobs are ONLY being accepted through an online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

 

• Select the desired job announcement

• Select “Apply” and read and acknowledge the information

• Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”

• Follow instructions on the screen

 

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

 

Applicants may be contacted by email about this announcement and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date. Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org).

 

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

 

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

 

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

 

If you have any questions regarding this recruitment, please contact the exam analyst, Thomas Duda, at 415-554-2916, or thomas.duda@sfdph.org.

Applicants are encouraged to apply as soon as possible as this continuous announcement can close at any time. Applications received by March 22, 2019 will receive first consideration.

Selection Procedures

Departmental Review:   The selection process will include an evaluation of applicants in relations to minimum requirements. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview.  

Applicants meeting the minimum requirements are not guaranteed advancement in the selection process.

Conviction History

As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

Having a conviction history does not automatically preclude you from a job with the City.

If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Conclusion

Statement on Equity, Diversity, and Inclusion: At the City and County of San Francisco, we share a commitment to a diverse, inclusive and equitable community. Each member of our organization is responsible and accountable for what they say and do to make San Francisco an inclusive and equitable place to live and work by employing fair and just practices to and for all.

Note on ICARE: Willingness to uphold/abide by ZSFG’s ICARE (I-Introduce, C-Connect, A-Ask, R-Respond, E-Exit) philosophy for employee and patient interactions: https://zuckerbergsanfranciscogeneral.org/about-us/.

Note on Electronic Health Record (EHR): The Department of Public Health (DPH) is implementing a unified Electronic Health Record (EHR) system and DPH employees must demonstrate competency in the use of the system that is appropriate for their classification as a condition of employment.

Note on Personal Protective Equipment (PPE): Some positions in the Department of Public Health will require the use of personal protective equipment (PPE), including but not limited to gloves, gowns, eye and face protection, and face-fitting respirators. The requirement for the use of PPE may come on short or no notice. Facial hair or any condition that interferes with a face-fitting respirator’s seal (i.e. comes between the sealing surfaces of the respirator and the wearer’s bare skin) is not permitted when face-fitting respirators are worn, including during initial or periodic respirator fit-testing.

Employees who choose not to shave and do not have either American Disabilities Act (ADA) or Equal Employment Opportunity (EEO) Accommodations do not have the right to alternate work assignments or the option of using a loose-fitting Powered Air Purifying Respirator (PAPR) in place of a FaceFitting Respirator.

Medical Examination/Drug Testing: Prior to appointment, at the Department's expense, applicants may be required to take a tuberculosis (TB) screening test, a medical examination and/or drug test.

Licensure/Certification/Registration: Valid licensure/certification/registration as a requirement to perform the job must be kept current throughout duration of employment. Failure to demonstrate/show proof of possession of required valid licensure/certification/registration may result in dismissal and/or termination of employment.

Terms of Announcement: Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at www.jobaps.com/sf.

General Information concerning City and County of San Francisco Employment Policies and Procedures can be found at: http://www.sfdhr.org/index.aspx?page=20

Copies of Application Documents: http://sfdhr.org/getting-job#copies

Right to Work: http://sfdhr.org/getting-job#identification

Information on requesting a reasonable ADA Accommodation: http://www.sfdhr.org/index.aspx?page=20#applicantswithdisabilities

Exam Type: Exempt
Issued: March 4, 2019
Micki Callahan
Human Resources Director
Department of Human Resources
Recruitment ID Number: PEX-9978-085404
Position Number: 01041819
DPH/TD/415-554-2916

Benefits

All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.

The normal annual salary range for the Epic Program Director is $139,620 - $178,230.  Appointments above this range may be considered for a top candidate and require a special approval process.  For additional information about the City's benefits package, please visit:  Municipal Executives' Association Benefit Summary  

Other outstanding benefits offered with this position include:

  • Medical, Dental, and Life Insurance; Long-term Disability Plan; Flexible Spending Accounts;
  • Municipal Executives Flexible Credits Defined Retirement Plan;
  • Deferred Compensation; and Social Security;
  • Paid Management Training Program; Wellness Program;
  • Vacation/Holiday/Sick Time; and Administrative Leave


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