EHR Integration & Implementation Project Manager (Consultant)

Description

PAX Health is a leading mental and behavioral health organization dedicated to providing comprehensive and compassionate care to individuals facing mental health challenges. Our team of professionals strive to create an environment where mental health is prioritized, stigma is eradicated, and individuals can thrive in their journey towards well-being.  

We are seeking an experienced EHR Integration & Implementation Project Manager to oversee the consolidation of six operating companies onto a single ClinicMind EHR platform. The ideal candidate will have experience managing complex healthcare technology implementations, including EHR integrations, data migration, vendor coordination, testing, and go-live support. This individual should be a strong project leader who can manage multiple workstreams, collaborate across technical and operational teams, and communicate effectively with senior leadership

Scope of Services 

1. Enterprise EHR Integration Oversight 

• Lead and oversee the implementation of ClinicMind across six companies. 
• Develop and maintain the overall implementation timeline, milestones, and deliverables. 
• Coordinate meetings with stakeholders, ClinicMind implementation teams, and third-party vendors. 
• Monitor project progress, identify risks, and implement mitigation strategies. 
• Ensure implementation activities remain on schedule and within agreed project objectives. 

2. Referral Portal Build & Integration 

• Oversee the design, configuration, testing, and deployment of the ClinicMind referral portal. 
• Coordinate integration with referral partners and internal workflows. 
• Validate referral processes for accuracy, efficiency, and compliance. 
• Manage issue resolution during implementation and post-launch stabilization. 

3. Website Scheduling Integration 

• Oversee integration between ClinicMind scheduling functionality and the organization's websites. 
• Coordinate with web developers, ClinicMind technical teams, and internal stakeholders. 
• Ensure appointment scheduling workflows function accurately and efficiently. 
• Supervise user acceptance testing and deployment. 

4. AI Receptionist Deployment 

• Manage the implementation and rollout of the AI receptionist solution. 
• Coordinate system configuration, call routing, scripting, scheduling integration, and workflow automation. 
• Ensure the AI receptionist integrates effectively with ClinicMind scheduling and patient communication workflows. 
• Oversee testing, staff training, and go-live support. 

5. Data Migration Oversight 

• Coordinate the migration of patient and operational data from legacy EHR systems and other data sources into ClinicMind. 
• Oversee data mapping, validation, cleansing, and migration testing. 
• Ensure data integrity, completeness, and compliance throughout the migration process. 
• Coordinate reconciliation efforts and resolve migration-related issues prior to final go-live. 

Project Management Responsibilities 

• Serve as the primary implementation oversight lead across all workstreams. 
• Maintain project documentation, status reports, action items, and risk logs. 
• Provide regular executive updates regarding project status, risks, and key decisions. 
• Facilitate cross-functional communication among leadership, operations, IT, vendors, and implementation teams. 
• Escalate critical issues and recommend solutions to maintain project momentum. 

Deliverables 

• Comprehensive implementation project plan. 
• Integrated project timeline with milestones and dependencies. 
• Weekly project status reports. 
• Risk and issue tracking log. 
• Data migration readiness and validation reports. 
• Referral portal implementation oversight. 
• Website scheduling integration oversight. 
• AI receptionist implementation oversight. 
• Go-live readiness assessment. 
• Post-implementation stabilization support and transition documentation. 

Expected Outcomes 

• Successful implementation of ClinicMind across all six companies. 
• Standardized EHR workflows across the organization. 
• Fully operational referral portal. 
• Seamless website appointment scheduling integrated with ClinicMind. 
• Successful deployment of the AI receptionist solution. 
• Accurate migration of legacy data into ClinicMind. 
• Minimal operational disruption during implementation and transition. 

Term 

The engagement will continue through completion of implementation, data migration, stabilization, and final project closeout, unless otherwise modified by mutual written agreement. 

Reporting 

The consultant will report directly to the COO and provide regular progress updates, identify implementation risks, recommend corrective actions, and coordinate all implementation activities with ClinicMind and other project stakeholders. 

Requirements

• Bachelor's degree in Information Technology, Healthcare Administration, Business, Project Management, or a related field.
• 3–5+ years of experience managing healthcare IT or EHR implementation projects.
• Experience leading cross-functional projects involving multiple stakeholders, vendors, and executive leadership.
• Demonstrated experience with EHR implementations, data migration, system integrations, and go-live support.
• Strong project management skills, including timeline development, risk management, issue tracking, and status reporting.
• Excellent communication, facilitation, and organizational skills.
• Ability to manage multiple workstreams simultaneously in a fast-paced environment.

Preferred

• Experience implementing ClinicMind or another ambulatory EHR platform.
• Knowledge of healthcare operations, referral workflows, scheduling systems, and patient access processes.
• PMP, CAPM, or other project management certification.
• Experience supporting AI workflow or patient communication technology implementations.