MicroHealth, LLC
Site Lead - Electronic Health Record (EHR) Deployment (Hybrid Position)
Vienna, VA - Full Time
MicroHealth is seeking an experienced Site Lead to lead and manage operational support for a large-scale, multi-site Electronic Health Record (EHR) system deployment within a federal healthcare environment. This critical leadership role bridges technical implementation with clinical operations, ensuring the EHR system functions effectively for patient care teams while maintaining the highest standards of patient safety and operational excellence. The ideal candidate will possess strong leadership capabilities, deep healthcare IT expertise, and the ability to navigate complex stakeholder relationships across clinical, technical, and executive audiences.
Position Overview
The Site Lead will serve as the primary operational leader responsible for planning, executing, and coordinating assigned workstreams throughout all phases of EHR deployment—from pre-deployment planning through go-live execution to post-deployment optimization. This role requires a strategic thinker who can manage multiple concurrent activities, lead diverse teams of operational, technical, and clinical stakeholders, and ensure seamless alignment with project goals, timelines, and budgets. Acting as the central point of contact for assigned sites or workstreams, the Site Lead will facilitate collaboration among technical teams, clinical stakeholders, site leadership, vendor partners, and senior management while maintaining unwavering focus on patient safety, system reliability, and clinical workflow optimization.
*This position requires significant client interaction and travel to medical center sites for key onsite events, go-lives, and stakeholder engagement activities. These are hybrid roles on-site 40%.
Key Responsibilities
Position Overview
The Site Lead will serve as the primary operational leader responsible for planning, executing, and coordinating assigned workstreams throughout all phases of EHR deployment—from pre-deployment planning through go-live execution to post-deployment optimization. This role requires a strategic thinker who can manage multiple concurrent activities, lead diverse teams of operational, technical, and clinical stakeholders, and ensure seamless alignment with project goals, timelines, and budgets. Acting as the central point of contact for assigned sites or workstreams, the Site Lead will facilitate collaboration among technical teams, clinical stakeholders, site leadership, vendor partners, and senior management while maintaining unwavering focus on patient safety, system reliability, and clinical workflow optimization.
*This position requires significant client interaction and travel to medical center sites for key onsite events, go-lives, and stakeholder engagement activities. These are hybrid roles on-site 40%.
Key Responsibilities
- Lead and manage operational support for large-scale, multi-site Electronic Health Record (EHR) system deployments across federal healthcare facilities
- Contribute to the execution and operational requirements of EHR deployment, including transition planning, mobilization of teams, and long-term deployment strategies
- Develop comprehensive project plans for assigned workstreams, tracking progress against milestones, deliverables, and success criteria
- Ensure alignment with overall program goals, timelines, budgets, and quality standards throughout all deployment phases
- Coordinate pre-deployment activities including readiness assessments, infrastructure validation, training preparation, and go/no-go decision processes
- Oversee go-live execution including command center operations, real-time issue resolution, and immediate post-go-live stabilization
- Lead post-deployment optimization activities to ensure successful adoption, workflow refinement, and sustained system performance
- Implement lessons learned and continuous improvement initiatives to enhance deployment effectiveness across subsequent sites
- Provide direct support to clinical operations, facilitating the introduction, acceptance, and integration of EHR systems into patient care workflows
- Develop deep understanding of clinical workflows, care delivery models, and operational processes to ensure EHR implementation supports rather than disrupts patient care
- Partner with clinical leadership, physicians, nurses, and allied health professionals to optimize EHR configuration and workflows for clinical effectiveness
- Monitor system performance and clinical adoption metrics, proactively addressing barriers to successful EHR utilization
- Ensure EHR implementation maintains high uptime and reliability in clinical settings, minimizing disruption to patient care delivery
- Support the development and implementation of clinical decision support tools, order sets, and documentation templates that enhance care quality
- Facilitate clinical workflow redesign sessions to optimize processes and maximize EHR value for patient care teams
- Champion patient safety throughout all deployment activities, ensuring clinical safeguards are properly configured and validated
- Lead and coordinate cross-functional teams that may include operational, technical, clinical, training, and change management stakeholders
- Ensure effective collaboration across workstreams, breaking down silos and facilitating information sharing among diverse team members
- Mentor team members, providing guidance, support, and professional development opportunities
- Drive team performance in a high-stakes, client-facing environment, maintaining focus on deliverables and quality standards
- Conduct regular team meetings, working sessions, and coordination forums to maintain alignment and momentum
- Manage team resources, workload distribution, and capacity planning to ensure successful delivery of deployment objectives
- Foster a culture of accountability, collaboration, and continuous improvement within deployment teams
- Resolve conflicts and facilitate consensus-building among team members with competing priorities or perspectives
- Act as the primary point of contact for assigned sites or workstreams, serving as the central coordination hub for all deployment activities
- Cultivate trusted relationships across organizations including client leadership, vendor partners, and internal MicroHealth teams
- Communicate routinely with key stakeholders including clinical leadership, IT teams, site administrators, and senior management to provide updates, address challenges, and maintain momentum on deliverables
- Manage relationships with EHR vendors (e.g., Epic, Cerner/Oracle Health, Meditech) and site-level leadership to ensure alignment and effective partnership
- Facilitate stakeholder meetings, governance forums, and executive briefings to ensure transparency and informed decision-making
- Translate technical concepts and project status into clear, actionable information for diverse audiences ranging from clinicians to executives
- Develop deep knowledge of client's practices, policies, and processes to effectively carry out activities within the role's purview
- Navigate federal healthcare organizational structures and military/veteran culture to build credibility and trust with stakeholders
- Develop and maintain comprehensive project plans for assigned workstreams, including schedules, resource allocations, dependencies, and critical paths
- Track progress against project timelines, milestones, and deliverables, proactively identifying and addressing schedule risks
- Create executive-level status reports, dashboards, and presentations that provide clear visibility into deployment progress, risks, and issues
- Ensure compliance with project governance frameworks, quality standards, and federal healthcare requirements
- Maintain project documentation including meeting minutes, decision logs, action item trackers, and lessons learned registers
- Support the preparation of deliverables such as data analysis, slide decks, written materials, and other documentation to inform decision-making and drive progress
- Monitor budget performance and resource utilization for assigned workstreams, escalating concerns as appropriate
- Facilitate project governance meetings including steering committees, change control boards, and risk review sessions
- Resolve issues related to EHR adoption, workflow discrepancies, technical integration, and system performance
- Coordinate and support triage efforts, including events, forums, and incident management workflows to ensure rapid issue resolution
- Document and escalate patient safety issues that arise during or post-deployment activities through proper channels for timely adjudication and resolution
- Implement robust issue tracking and escalation processes to ensure no critical issues fall through the cracks
- Conduct root cause analysis for significant issues, implementing corrective actions to prevent recurrence
- Partner with technical teams to troubleshoot system integration issues, interface problems, and performance bottlenecks
- Support clinical teams in identifying and resolving workflow inefficiencies and EHR usability concerns
- Maintain situational awareness during go-live periods, coordinating rapid response to emerging issues
- Ensure patient safety remains the top priority in all troubleshooting and issue resolution activities
- Apply ITIL principles and service management best practices to ensure high-quality operational support
- Maintain high system uptime and reliability in clinical settings, minimizing disruption to patient care delivery
- Develop and implement Standard Operating Procedures (SOPs) for deployment activities, issue management, and operational support
- Monitor service level agreements (SLAs) and key performance indicators (KPIs) to ensure operational excellence
- Implement continuous improvement initiatives based on operational data, user feedback, and lessons learned
- Support the transition from deployment to steady-state operations, ensuring sustainable support models are in place
- Coordinate with help desk, training, and technical support teams to ensure comprehensive end-user support
- Demonstrate strong written and verbal communication skills for reporting to high-level stakeholders and conducting workshops
- Prepare executive briefings, status reports, and presentations for senior leadership and governance bodies
- Facilitate workshops, training sessions, and knowledge transfer activities with clinical and operational staff
- Document deployment processes, decisions, and outcomes to support knowledge management and future deployments
- Develop communication materials including newsletters, FAQs, and user guides to support stakeholder awareness and engagement
- Conduct site visits and town hall meetings to gather feedback, address concerns, and build stakeholder buy-in
- Ensure transparent, timely, and accurate communication across all levels of the organization
- Bachelor's degree in Healthcare Administration, Health Informatics, Information Technology, Business Administration, Nursing (with IT focus), or related field
- Minimum 3-5 years of experience in EHR site management, deployment, or clinical IT support in lead roles
- Demonstrated track record of successfully leading EHR implementations or operational support activities
- Experience managing all phases of EHR deployment from planning through go-live to optimization
- Proven ability to lead teams and drive results in complex, multi-stakeholder environments
- Experience with project planning, scheduling, resource management, and status reporting
- Ability to manage multiple concurrent activities and competing priorities
- Track record of delivering projects on time, within budget, and meeting quality standards
- Understanding of federal healthcare delivery models, organizational structures, and compliance requirements
- Familiarity with military/veteran culture and federal healthcare operations (VA, DoD, IHS) highly desirable
- Experience navigating complex government contracting and regulatory environments
- Proficiency with MS Office Suite: Advanced skills in Excel (data analysis, reporting), PowerPoint (executive presentations), Word (documentation), and Microsoft Project (project planning and scheduling)
- EHR Systems: Hands-on experience with major EHR platforms and understanding of clinical system architecture
- Project Management Tools: Experience with project management and collaboration tools (e.g., Jira, Azure DevOps, SharePoint, Teams)
- Data Analysis: Ability to analyze operational data, adoption metrics, and performance indicators to inform decision-making
- Documentation: Strong technical writing skills for creating SOPs, status reports, and project documentation
- Familiarity with major EHR platforms such as Epic, Cerner/Oracle Health, Meditech, Allscripts, or similar enterprise EHR systems
- Hands-on experience with EHR configuration, workflow design, and system optimization
- Understanding of EHR interfaces, integrations, and interoperability standards
- Experience with EHR reporting, analytics, and clinical decision support tools
- Knowledge of EHR security, privacy, and compliance requirements
