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Form of workStarting Annual Salary: $58,416 + DOE
Schedule: Monday - Friday, 8-5pm
At Virginia Garcia Memorial Health Center, we welcome diversity; we encourage, uplift, and are honored to serve people who have been historically underrepresented and underserved. Our mission is to provide high-quality, culturally appropriate healthcare to low-income residents of Washington and Yamhill Counties, with a special emphasis on seasonal and migrant farm workers and others with barriers to receiving healthcare. We strive to provide an inclusive environment that welcomes and values the diversity of the people we employ and serve.
If you are unsure whether you meet all of the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.
Job Summary: The Process Improvement (PI) Specialist supports VG Management and staff in the coordination, execution, and implementation of Process Improvement efforts. This position works with VG executives, managers, and staff to consult on strategy, calculate metrics and evaluate ROI, timelines, implementation plans, and plans for maintaining the change. The PI Specialist is trained in Lean methodology and provides coaching in Lean tools and methodology to client teams. This position focuses on operational excellence across the organization by supporting patient experience and clinical quality metric performance, revenue generation and cost-savings Process Improvement, and other quality improvement efforts as assigned.
Essential Duties and Responsibilities:
Process Improvement Analysis:
• Work with teams and their leadership to identify, design, implement, and study the outcomes of Process Improvement efforts.
• Use data reports, chart audits, staff feedback, and patient experience survey results to identify areas for quality improvement for the organization; define requirements for data and set standards of data collection.
• Promote and facilitate diagnosis of workflow impediments throughout the organization and counsel leaders on appropriate tools to eliminate them.
• Conduct supportive observations following Lean methodology, observing without judgment.
Process Improvement Consulting:
• Collaborate with leaders to implement and support Process Improvement initiatives, improve workflows, find efficiencies, and improve metric performance and patient experience and outcomes.
• Independently initiate, identify, and coordinate the analysis of complex needs in clinical services such as new and existing business operating models, innovative approaches to solutions, market research of emerging or available product functionality and operational readiness assessment
• Provide coaching to teams to identify time frame, methods for accomplishing initiatives, and allotment of available resources to various phases of the effort.
• Confirm and document leadership approval and resources for Process Improvement efforts.
• Support the development of standard work and document processes for clinical staff roles; work with clinical training team to spread updated workflows and reinforce standard work at all sites.
• Interview stakeholders and process owners to define processes; define standards and methods.
• Create a sense of urgency around change efforts by ensuring actions are taken to anticipate and overcome obstacles and resistance to change.
• Partner in change management activities to ensure change initiatives deliver expected business results.
• Identify effort risks, and decide which risks are likely to affect the effort; design strategies to manage and mitigate those risks.
• Participates in creating and implementing evaluation systems for key measures with data team and clinical leaders, including organizational dashboards and clinic visual management boards.
• Participate in clinic team meetings and organization-wide workgroups as directed.
• Act as an improvement coach for clinic teams and continuous improvement (CI) teams to link priorities to clinical metrics and strategic initiatives.
• Collaborate with Quality and Compliance staff to ensure workflows, policies, and procedures are accurate and current.
Process Improvement Program Administration, Training & Facilitation:
• Develop, maintain, coach, or consult, and educate on VG's agreed-upon approach to Process Improvement and lean methodology and tools.
• Facilitate Process Improvement kaizen events and Process Improvement effort meetings.
• Facilitate courses within the organization on topics related to Process Improvement work.
• Support staff working to complete Lean Green Belt efforts offered through VG, as directed.
• Support continued integration efforts of VGMHC services through the application of Process Improvement and quality methodologies.
• Support and consult with staff seeking Process Improvement tools, resources, and concepts that align with organizational goals, including PDSA assistance, observation requests, visual management of tiered huddles, standard work, etc.
• Collaborate with the PI Project Manager (PIPM) to develop innovative ideas and offerings to further develop and improve the Process Improvement Program
• Maintain a focus on removing waste and inefficiency, improving working conditions for staff, and improving systems of care to achieve VG's mission of providing high quality, comprehensive care to our patients.
• Assist in generating reports and summaries of improvement events and effort activities.
• Provide effort details and how they will affect the organization, as guided by the PIPM and OEM.
• Hold assessment meeting at close of effort and ensure sustainability plan is in place.
• Develop and maintain strong relationships with functional leaders to drive success of efforts and teams.
• Schedule meetings, coordinate space needs, and other administrative duties related to hosting meetings and events needed to perform job functions.
• Perform other duties as assigned.
• Handle protected health information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
HIPAA Requirements:
The PI Specialist may be exposed to PHI in the course of their duties and must handle protected health information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and subsequent related laws and VG policies. All employees are required to read the content of these records only to the extent needed to accomplish the assigned task.
Knowledge, Skills and Abilities Required:
• Knowledge of PDSA/PDCA methodology preferred.
• Experience using data to drive Process Improvement.
• Excellent communication skills, both verbal and written.
• Knowledge of team management techniques, principles, and practices.
• Proficiency with MS Office Suite (Excel, Word, Outlook, PowerPoint)
• Ability to self-manage and effectively manage multiple and competing demands.
• Ability to work in a timely, accurate and detail-oriented manner.
• Logical decision-making skills.
• Knowledge of concepts and methodologies related to community health and quality of care.
• Ability to adapt to a fast paced, changing environment.
• Ability to be self-directed and work independently with limited supervision.
• Ability to define realistic and specific goals and objectives, with individuals and groups.
• Ability to use or learn EPIC or Electronic Health Records.
• Valid driver's license, reliable transportation, safe driving record and insurance coverage.
Education and Experience:
• Bachelor's degree in health services, business, public administration, or related field (additional relevant experience may substitute for the educational requirement)
• Certification in Lean Six Sigma preferred, or willingness to obtain Green Belt certification within one year of employment.
• 1 year of experience in Process Improvement preferred.
• 2 years' experience in healthcare setting required.
• Experience in primary healthcare with clinical workflow design and analysis, including EPIC functionality subject matter expertise preferred.
• Experience providing training to workforce members preferred.
• Experience with effort management preferred.
Behavioral Competencies:
Accountability
• Role model VG's mission, vision, and shared values
Customer-Focus
• Listen to the voice of the customer and strive to delight them by exceeding their expectations
Teamwork
• If someone needs help, help them
Initiative
• Be innovative, apply fresh ideas, and continuously improve how you do your work
Confidentiality
• Maintain strict confidentiality and respect the privacy of others
Ethical
• Demonstrate integrity, honesty, and stewardship in all encounters at work
Respect
• Demonstrate consideration and appreciation for co-workers and patients
Communication
• Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others
Physical Requirements:
Percentage of time spent:
• Standing/Walking: up to 20%
• Sitting: up to 90%
• Lifting/Carrying: less than 5%, may occasionally lift up to 20 lbs
• Reaching/stooping/bending: Occasional
• Computer usage: up to 90%
Working Environment/Physical Hazards
• Work in well-lighted, ventilated office environment.
• Some travel to various VG business sites is required.
Office Equipment Used:
• Computer, mouse, keyboard
• Telephone
• Fax, Copier, Printer, Scanner
Immunization:
Staff members must meet immunization requirements as stated in VGMHC's immunization policy and state and federal guidelines.
Job description represents a general outline of the essential and major job duties, functions and qualifications required. They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC's Mission.
VGMHC is an Equal Opportunity Employer. No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status or physical challenges. The policy applies not only to recruitment and hiring practices, but also includes affirmative action in the area of placement, promotion, transfer, rate of pay and termination.
