Role Description The Change Management and Communications / Site Readiness Advance Team Lead is primarily responsible for leading the change management and communications efforts and site readiness of the Epic implementation during planning, implementation/go-live, and post-go-live. The Change Management and Communications / Site Readiness Advance Team Lead is responsible for developing the change management and communication strategies and tools that will engage key stakeholders and drive adoption of the workflows, policies and technology. The Change Management and Communications / Site Readiness Advance Team Lead is responsible for preparing sites for go-live, including verification of training completion, verification of device (hardware and software) preparedness, support for dress rehearsals, review of cut-over activities, activation of change agent network, verification of configuration of interfaces, and management of outstanding questions/concerns prior to and during go-live, including others. The Change Management and Communications / Site Readiness Advance Team Lead will support the Operational Project Director and the Project Champions in engaging operational leaders and end users. Essential Functions: The Change Management and Communications / Site Readiness Advance Team Lead is primarily responsible for leading site readiness and change management and communications for the Epic implementation across the organization. In addition to the duties discussed in the Role Description, the Change Management and Communications / Site Readiness Advance Team Lead is responsible for the following:
1) Change Management: Developing the change management strategy for the Epic implementation Establishing a change agent network tasked with supporting the preparation of go-lives and communicating potential change impacts at a site-level Managing the development of mitigation plans to address significant impacts on key stakeholder groups Socializing the change impacts across key stakeholders and presenting potential mitigation plans for high-risk impacts Managing the process for the identification of change impacts across the organization Managing the identification and documenting of current state versus future state processes, workflows and policies Facilitating the planning of all change activities and major events Developing and managing a Change Management tracker to ensure operational resolution relevant to staffing changes, policy changes, and procedural changes aligned to the RWJBH system build
2) Communication: Developing a communications strategy and plan, including identification of key stakeholder groups, identification of communication mediums/channels, and development of a communications cadence which includes go live(s) ramp up plan Overseeing the development of project templates and formats (branding) for use across project timeline Collaborating with project leadership to ensure appropriate and timely messaging is aligned with project needs Oversees the development and maintenance of an informative and engaging intranet site
3) Operational and Technical Site Readiness Collaborate with assigned Site Based Operational and Technical teams to support the planning and execution of go-live-related activities Verifying training completion for applicable stakeholders and supporting Training Administrators in planning remedial classes, as needed Collaborating with technical and application teams to support the planning and execution of go-live dress rehearsals for key stakeholders Collaborating with technical and application teams to support the planning and execution of cut-over activities for sites Working with project and operational leadership to mitigate issues at go-live Managing the development and execution of communications during the go-live period, including daily newsletters, ad hoc communications, etc. Supporting the management and deployment of super users and at-the-elbow support
4) Project Management: Collaborating with project leads to manage change strategy and communications strategy to align with overall project timeline and objectives Coordinating with Steering Committee and Executive Committee / Sponsors about implementation s current change and communication needs and objectives Escalating identified issues and potential mitigation plans to the Implementation Team Aligning change and communications strategy with project teams to ensure appropriate coverage of on-going changes and project status updates Participating and supporting Advisory Committee activities Supporting IT and Operations Project Director to engage implementation team members, engage stakeholders, ensure appropriate operations participation, and efficient decision-making timelines Overseeing the recruitment and development of Super-Users and supporting the management of the program Managing Change Management and Communications Analyst(s) and Site Readiness Advance Team Analyst(s) to complete necessary tasks according to implementation strategy and timeline Developing and maintaining a central repository of communication materials to be leveraged across the full life cycle of the implementation Qualifications Education Preferred: Master s degree or equivalent years of relevant work experience Minimum: Bachelor s degree or equivalent years of relevant work experience Work Experience: Preferred: Five (5) years relevant experience leading large scale organizational change management and/or communications and/or project management for a technology implementation in a health care setting Minimum: Three (3) years relevant experience managing large scale organizational change management and/or communications and/or project management for a technology implementation in a health care setting
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