Policy Coordinator

McLEAN JOB DESCRIPTION

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.

Medical Policy Management and Support

* Works closely with McLean's CMO, MGB Medical Policy Committee (MPC) site representative, and CNO to support the development, updating, and communications regarding McLean's 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 McLean's 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 McLean's 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 McLean's CMO and MGB site representative, which is co-chaired by McLean's 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.

Not Applicable

Direct:

Indirect:

Professional Staff Supported:

Non-Employees:

Not Applicable

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.

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.