Healthcare Systems & Operations Program Manager

Department: Administration

Reports To: Director of Operations and Value-Based Care

FTE: Full-Time | Individual Contributor 

POSITION SUMMARY
Kidney Specialists of Minnesota (KSM) is seeking a Healthcare Systems & Operations Program Manager to lead the operational optimization of the business and clinical systems that support our private nephrology practice. This role is ideal for a healthcare operations professional who is tech-savvy, systems-oriented, and comfortable working in a multi-vendor environment. The Program Manager partners closely with clinical and administrative leaders to ensure that the systems support efficient workflows, strong physician engagement, and high-quality patient care. This role focuses on process improvement, vendor coordination, EMR Optimization, and cross-functional systems leadership within a physician-led practice environment. A clinical background is helpful but not required. 

KEY RESPONSIBILITIES

1. Healthcare Systems & Workflow Optimization

• Oversee the operational performance of core business and clinical systems, including EMR, scheduling platforms, telephony/paging, collaboration tools, and other practice applications.


• Maintain a clear understanding of how systems support clinical and administrative workflows, and patient access.


• Proactively identify opportunities to improve efficiency, standardization, usability and operational performance. 

2. Vendor Management & Accountability

• Serve as the primary operational liaison for external technology and application vendors.


• Monitor vendor performance, escalate concerns as needed to leadership, and ensure service levels align with practice expectations.


• Evaluate alternative vendors when service, cost or operational risk concerns arise. 


• Develop recommendations for vendor optimization, consolidation, or replacement and lead execution of approved transitions.

3. Program, Project & Stakeholder Leadership 

• Lead complex, cross-functional initiatives such as system enhancements, vendor transitions, workflow redesign, and optimization efforts. 


• Develop project plans, coordinate stakeholders, manage timelines and support go-live execution. 


• Partner closely with patient access, nursing, and operations leaders as a trusted thought partner to translate workflow needs into practical system improvements. 


• Provide regular updates and recommendations to the leadership and physician stakeholders. 

4. EMR & Clinical Systems Stewardship

• Serve as the internal operational lead for EMR optimization.


• Evaluate and enhance templates, workflows, smart phrases, reporting and system configuration to improve standardization and provider efficiency. 


• Collaborate with physicians and clinical leaders to support best practices and consistent system utilization. 


• Escalate complex technical issues appropriately to vendor partners; routine end-user troubleshooting is limited. 

5. Systems Asset & Operational Oversight

• Coordinate with IT vendors on system access, hardware oversight, and lifecycle planning. 


• Maintain internal tracking for systems-related assets not covered by vendors (e.g., monitors, peripherals) to support operational continuity. 


• Identify refresh, security or operational risks and provide recommendations to leadership. 

6. Other Duties: Perform other duties aligned with systems ownership, vendor management, and program leadership, as organizational needs evolve. 

7. Qualifications & Experience

• 
  
  
  
  • 3-5+ years of experience in healthcare operations, healthcare administration, systems coordination, business applications support or related roles.
  
  
  • Experience leading cross-functional initiatives and managing external vendor relationships. 
  
  
  • Strong technical aptitude and the ability to learn quickly and navigate new systems. 
  
  
  • Strong communication, organization, and problem-solving skills.
  
  
  
  


• Preferred
  
  
  
  • Experience with EMR systems or healthcare applications (Epic, Acumen, or similar)
  
  
  • Experience in private practice, healthcare or another regulated environment.
  
  
  • Experience supporting workflow redesign, system optimization, or operational improvement initiatives. 
  
  
  
  

8. Education & Certifications

• Bachelor’s degree required. Advanced degrees in Healthcare Administration (MHA, Business, Information Systems, or related fields are welcomed. Equivalent experience may be considered in lieu of a specific degree.
  

Salary Range: $85,000-$105,000 annually, depending on experience and qualifications. 

Benefits: Medical+Dental Insurance, PTO, 401k with company match, Life Insurance, Short-term/Long-term Disability, Misc. Voluntary Benefits.