Policy Coordinator

Description:

McLEAN JOB DESCRIPTION

Job Title: Project Coordinator, Policy

Job Code: TBD

Grade: TBD

Department Name:MCX258 - MCL CMO Administration

FLSA Status: Non-Exempt

Position Reports To: Chief Medical Officer

Date Description Created/Revised: 9/10/24

HR Reviewer: Heather McGotty

Department Reviewer:

GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed. Please note that this section should be written in a paragraph format and provide a broad description of the role and its purpose as well as the reporting structure.

Under the direction of the Assistant Chief Medical Information Officer, the Project Coordinator of Policy will be responsible for project managing day to day activities related to the work of the Medical Policy Committees at McLean, among other projects/initiatives. S/he will be responsible for facilitating the hospital-wide updating and flow of online clinical policies, protocols, guidance documents and forms, as well as maintain online policy manuals. S/he will work collaboratively with the Chief Medical Officer and the Chief Nursing Officer, other members of the team, and administrative and medical leadership. This position requires strong project management and communication skills and will provide an opportunity to contribute to the inner workings of physician and programs at one of the top academic medical centers in the country.

PRINCIPAL DUTIES AND RESPONSIBILITIES: In order of importance, list essential areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation. This section should be completed as a bulleted list and explain how the role is performed.

Medical Policy Management and Support

Works closely with McLeans CMO, MGB Medical Policy Committee (MPC) site representative, and CNO to support the development, updating, and communications regarding McLeans MPC, nursing, and clinical policies.

Collaborates with the McLean Chief Medical Officer (CMO) and MGB MPC Site Representative to communicate MGB system-wide policies.

Works closely with McLeans CMO, MGB Medical Policy Committee (MPC) site representative, and CNO to oversee monthly communication to staff and senior staff about new and existing MGB MPC and McLean nursing and clinical policies.

Oversees an open comments process for new policies, as needed, which includes distributing policies via appropriate communications and receiving and organizing comments for review.

Oversee process of reconciling McLeans prior Brainwaves policies (pre-Ellucid) with transfer to Ellucid.

Documents action items and responsible parties for successful implementation of new or updated polices (e.g. dissemination or training). Tracks progress.

Guides policy owners, as needed, on processes related to policy approval and changes.

Schedules and manages the weekly McLean Leadership Medical Policy Committee meeting McLeans CMO and MGB site representative, which is co-chaired by McLeans CMO and MPC Site Representative and ensures draft policies are reviewed in a timely way.

Develops reports for senior leadership summarizing activity/completion rates against goals, highlighting potential areas of concern, as needed.

Clinical Policy and Records Management and Support

Manage the flow of both new and renewal of clinical (MPC, nursing, clinical) policies, protocols, guidance documents, and forms.

Responsible for maintaining current policies in the Site designated policy system e.g. Ellucid, maintaining back-up copies in the event of a system outage and maintaining versioning in accordance with document retention policies retention policies to include:

o Continuous tracking of all document expiration and approval dates.

o Communicating with document owners for updated versions.

o Shepherding the drafts and owners through the tri-committee approval process.

o Reporting and troubleshooting policy platform system issues or concerns.

o Tracking all document and form requests from owners and communicating items to the appropriate committee leads for follow up until resolved.

o Assisting with development of agendas and topic prioritization.

o Supporting the committee with other administrative tasks, communication and system support.

Responsible for ensuring all policies, protocols, guidance documents and forms are formatted in a consistent manner in accordance with enterprise and hospital standards

Develops and maintains a written process for policy management including defined roles and responsibilities (e.g. document owner)

MCL Policy Office Election Process

Assists, as needed, with all stages of Professional Staff Elections at McLean. This includes: o Prep and organize meeting materials, communicate with physicians and leadership, schedule and staff meetings, and other tasks as required.

Project management support for additional MGPO special projects as needed.

Minimum 3 years of related work experience required. Demonstrated experience in project management.

Preferred: 1-3 years of experience in policy oversight and administration.

SUPERVISORY RESPONSIBILITY (authority to hire, promote, or terminate): Indicate supervisory scope and list the number of employees supervised.

Not Applicable

Direct:

Indirect:

Professional Staff Supported:

Non-Employees:

FISCAL RESPONSIBILITY: Indicate financial scope information, e.g. size of budget, volume, revenue, etc.

Not Applicable

WORKING CONDITIONS: Describe the conditions in which the work is performed. Use this section to detail any physical requirements for the position (lifting, carrying, etc). Use this section to also detail any environmental conditions associated with the position (outdoor weather requirements, hazardous materials, etc).

Hybrid work model. When in office normal working conditions; office setting.

The information contained in this document is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of individuals so classified.

Job Posting (optional): Use this section to indicate preferred text when posting this job on the careers page. This section should not be a copy of all that is written above but rather a condensed version highlighting the important points.

McLean hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

Primary Location MA-Belmont-MCL McLean Hospital Main Campus

Work Locations MCL McLean Hospital Main Campus 115 Mill Street Belmont 02478

Finance/Accounting/Billing-Other

Job Finance/Accounting/Billing-Other

Organization McLean Hospital(MCL)

Schedule Full-time

Standard Hours 40

Shift Day Job

Employee Regular

Job Posting Oct 7, 2024