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

Required

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.