JOB DESCRIPTION FOR JOB TITLE:
|POSITION SPECIFICS |
|Title: Business Systems Supervisor |Department/Number: |
|Reports to: Business Systems Manager | |
|Job Code: 2515 (UWHC) |FLSA Status: Exempt |Pay Grade: S9 |
|31057 (UWMF) | | |
|Manager Approval: L Woodward Date: 9-14 |HR Approval: CJU Date: 9-14 |
|POSITION SUMMARY |
| |
|The Business Systems Supervisor is responsible for providing leadership ensuring effective operation of the team as a customer-focused, service–oriented team |
|providing the highest quality services to UW Health. The team supports medical faculty, clinical staff and administrative support staff in patient care, |
|revenue cycle and business system continuity, teaching, research activities, hospital and clinic administration activities and community services. |
| |
|The Supervisor will function as an expert resource in advanced systems analysis and design for business partners and for staff and users to assist in complex |
|problem troubleshooting and resolution. In conjunction with the IS Project Management Office (PMO), the Supervisor coordinates all projects, assigning |
|sections or entire projects to members of the team for coordination and implementation. The Supervisor is responsible for ensuring all staff members receive |
|the necessary training to function at their assigned level. |
| |
|The incumbent works with users and within appropriate governance structures to determine system requirements, process re-engineering issues, application design|
|and implementation strategies. Work at this level involves justifying system design and concepts to end users in a manner that is easily understood. The |
|incumbent must possess organizational skills that lead to the effective management of projects, applications and employees. This position requires the ability|
|to independently evaluate and analyze subject matter and develop specifications to create or enhance information processing functions. |
| |
|Problems encountered are of a high degree of complexity and difficulty and require exceptional analytical skills, innovation and creativity to formulate and |
|implement the mechanisms to identify and solve problems. Plans for new system applications are often developed using only broad guidelines and require a high |
|degree of independence and decision-making. |
| |
|A wide variety of internal and external relationships are involved to perform the duties in this position. Internal contacts include representatives from the |
|UW Hospital and Clinics (UWHC), UW Medical Foundation (UWMF), Department of Family Medicine (DFM), Access Community Health Centers, UW School of Medicine and |
|Public Health (SMPH), Unity and Community Connect partners. External contact is primarily with software vendors and industry peers. Developing and |
|maintaining good communication and collaboration with these contacts is essential to accomplishing the objectives of this position and the goals of the UW |
|Health enterprise. |
|MAJOR RESPONSIBILITIES |
|Essential |
|Position Responsibilities |
| |
| |
|Staff Leadership and Supervision |
| |
|Y |
|Plan, coordinate, assign and account for the work of the staff. |
| |
|Y |
|Coordinate the review and ongoing management of the business systems project portfolio for the team. Establish objectives, priorities, time allocations and |
|deadlines. Provide regular status reports to keep management informed of progress and project issues. |
| |
|Y |
|Provide leadership role in the justification, acquisition, implementation and integration of new products and technologies into the organization. |
| |
|Y |
|Complete performance reviews for staff reporting to this position along with participating in 360 reviews for other UW Health employees as appropriate. |
|Periodically review and provide position description input. Provide ongoing communication with staff regarding specific performance expectations. |
| |
|Y |
|Provide general assistance, coaching and direction to staff. Identify training needs of staff and assist in developing training plans. Align team members in |
|roles to best take advantage of their strengths and interests as well as facilitating growth of their skill sets. |
| |
|Y |
|Manage, through the coordination and efforts of the staff, applications supporting the clinical and business departments and processes of UWHCUWMF DFM, Access |
|Community Health Centers and Community Connect partners. |
| |
|Y |
|Ensure that adequate documentation and staff cross-training exists for backup consultation/support of all major products under the responsibility of the team. |
| |
|Y |
|Facilitate staff engagement and commitment to the institution and staff retention, including developing and implementing employee engagement action plans. |
| |
|Y |
|Work with Human Resource Recruitment to interview and select candidates who have the appropriate technical skills and professional characteristics to match the|
|functional team and IS department needs. |
| |
|Y |
|Responsible for conducting regular staff status meetings with supervised employees along with team meetings in order to share leadership and UW Health |
|enterprise updates. |
| |
|Y |
|Assist in the development of the enterprise Information Services budget. |
| |
|Y |
|Provide guidance for supervised employees in the areas of project management, team building and consulting to operations and IS peers. |
| |
|Y |
|Responsible for the promotion and management of performance expectations of employees based on departmental and UW Hospital and Clinics and UW Medical |
|Foundation human resource policies and procedures. |
| |
|Y |
|Ensure that UWHC,UWMF and departmental policies and procedures are adopted and followed by staff. |
| |
| |
|Enterprise Project Management |
| |
|Y |
|Plan, lead, coordinate, and collaborate with IS staff/management along with internal and external operational partners, business and clinical, as well as |
|external entities as necessary to lead mid to large projects through the appropriate phases of implementation and support throughout the UW Health enterprise. |
| |
|Y |
|Lead and provide support to staff in the initiation, coordination and implementation of projects for the UW Health Enterprise. |
| |
|Y |
|Ensure processes and documentation of systems analysis, support documentation and project management is conducted at the level appropriate for the project. |
|Examples of documentation include: current and future workflows, functional requirements, project plans, meeting minutes, issues documentation, regular status |
|updates to project stakeholders, and other documents recommended by the PMO. |
| |
|Y |
|Provide educational opportunities along with project management tools to the staff to support them in successful project management. |
| |
|Y |
|Collaborate and coordinate with the PMO on project governance structure, tools used to manage projects, high level UW Health project status reporting along |
|with negotiating where appropriate for the PMO team to lead and/or assist with projects. |
| |
|Y |
|Collaborate with the PMO on the IS project plan directing the team to assist in initial scoping documents and resource estimates to provide a summary of the |
|available versus requested staffing hours. |
| |
| |
|Administrative and Technical Leadership |
| |
|Y |
|Determine priorities and time lines for team projects and adjust as necessary to ensure projects are completed in a timely manner. |
| |
|Y |
|Delegate activities/work projects to staff and supervise their accomplishment. |
| |
|Y |
|Assist department senior leadership in the preparation of Information Services plans that outline hardware and software strategic direction. |
| |
|Y |
|Produce regular status reports for leadership regarding direct and team assignments. |
| |
|Y |
|Direct staff in the analysis, development, testing, documentation and maintenance of in-house software to enhance the benefit received from vendor-supplied |
|products. |
| |
|Y |
|Direct staff in providing systems software debugging, trouble-shooting and incident resolution services, including entering and updating incident and change |
|tracking records. |
| |
|Y |
|Develop training plans and goals that include national along with regional conferences for employees in order to continuously support a culture of learning and|
|innovation. |
| |
|Y |
|Assure that on-call rotations are defined and maintained for the functional team and that departmental customer service expectations are consistently met and |
|most often exceeded. |
| |
|Y |
|Support and encourage an environment of innovation and learning so that the staff remains current with relevant technology and industry best practices that may|
|enhance the services provided to our customers. |
| |
|Y |
|Direct operations and work priorities in a manner that enables the team to be responsive to business needs in a day to day operational mode while continuing to|
|fulfill system needs in support of strategic clinical and business initiatives. |
| |
| |
|Customer Relationship |
| |
|Y |
|Facilitate, develop and maintain exceptional professional relationships with operational partners to ensure patient care and business effectiveness and |
|efficiencies across all Healthcare domains. |
| |
|Y |
|Understand business needs and processes for area of responsibility. Work with the appropriate leaders/team to ensure the applications support current and |
|planned business needs. |
| |
|Y |
|Monitor customer satisfaction with project execution and operational support. Identify opportunities and implement changes to drive service improvement. |
| |
| |
|Advanced System Analysis |
| |
|Y |
|Responsible for major applications, including project planning, installing, maintaining current software levels, providing consulting services to other IS |
|staff and serving as the primary liaison between vendors and/or IS and business partner resources as appropriate. |
| |
|Y |
|Advanced system analysis, design and implementation of applications on a variety of hardware platforms. The analysis is distinguished from that performed by |
|staff by its scope and complexity. |
| |
|Y |
|Work at this level involves independently working on a wide range of systems analysis functions that include several projects of a complex nature. |
| |
|Y |
|Work with users at various levels of the organization to determine operational needs and information system solutions. |
| |
|Y |
|Perform continual assessment of available application enhancements and requirements to facilitate continued improvements in software capability as required to |
|meet the goals prioritized by the UW Health Enterprise. |
| |
|Y |
|Respond to research, clinical, business and educational reporting needs of UW Health staff to provide analysis and application reports to leadership and |
|faculty. Under reporting needs of the organization, platforms and content of data available to be able to respond to inquiries. |
| |
|Y |
|Provide continual consulting support for existing applications/systems and implement new information technology solutions. |
| |
|Y |
|Support vendor application systems in a variety of hardware environments. |
| |
|Y |
|Assure training and education of employees along with customers by coordinating with the UW Health educational teams where appropriate to deliver training |
|content for new or upgraded applications. |
| |
|Y |
|Facilitate the provision of application demonstrations for visiting groups and other healthcare organizations as approved by CIO office. |
| |
|Y |
|Facilitate initial user training and education for employees in the operation of new system applications. |
| |
|Y |
|Assure existing systems are processing effectively and accurately. |
| |
|Y |
|Facilitate on-going user education for enhancements to existing applications. |
| |
|Y |
|Facilitate testing of applications prior to implementation adhering to departmental change management best practices. |
| |
| |
|Technical Consultant |
| |
|Y |
|Provide technical training. Provide staff seminars on the function and capabilities of new products and technologies. |
| |
|Y |
|Ensure the availability of consulting on the products supported by the area. |
| |
|Y |
|Assist management in establishing technical direction, and in preparing and meeting strategic plans. |
| |
|Y |
|Ensure the establishment of standards and the setting of direction. |
| |
| |
|Personal/Professional Development |
| |
|Y |
|Attend and participate in national industry-wide conferences (e.g., HIMSS, MWRUG, HIUG, OTTC, OracleWorld, AHIMA, WEDI). |
| |
|Y |
|Attend and participate in regional conferences and seminars. (e.g., UGM, Advisory Councils, WIEUG, PMI Development, HIPPA COW). |
| |
|Y |
|Take advantage of organizational and departmental training opportunities outside the specific responsibilities of this position. |
| |
|Y |
|Keep informed of leadership techniques. |
| |
|Y |
|Keep abreast of the state-of-the-art in information processing techniques through professional literature and courses of study. |
| |
| |
|All duties and requirements must adhere and uphold to UW Health Service and Performance Standards. |
|POSITION REQUIREMENTS |
|Education |Minimum |Bachelor’s degree in Healthcare, Computer Science or Information Systems field (other Bachelor |
| | |degrees would be considered) |
| |Preferred |Advanced Degree such as a Master of Science or a Masters of Business Administration |
|Work Experience |Minimum |Five to seven years progressively responsible work experience functioning as a Business Systems |
| | |Analyst including significant project management experience and/or similar experience in related |
| | |field and/or accelerated exceptional performance. |
| |Preferred |Seven to ten years progressively responsible work experience functioning as a Business Systems and|
| | |Senior Business Systems Analyst including significant project management experience and/or similar|
| | |experience in related field and/or accelerated exceptional performance. |
| | |Experience supervising staff strongly preferred. |
| | |Experience supporting applications managed by the business systems team is preferred |
|Licenses & Certifications |Minimum | |
| |Preferred |MLT/CLT, RT |
| | |CPHIMS, PMP, ITIL |
| | |Various Epic Certifications – Coding and Abstracting, Resolute HB, Resolute PB, Claims, ADT, and |
| | |HIM Related Modules such as ROI |
|Required Skills, Knowledge, and Abilities |Excellent communication, problem-solving and organizational abilities. |
| |Ability to work independently and be result oriented. |
| |Strong analytical skills to include the understanding and documentation of business/clinical |
| |processes and the ability to identify opportunities to improve processes through technology. |
| |Excellent communication skills in both written and verbal presentation. |
| |Demonstrates effective communication with senior management, clinical and operational customers, |
| |vendors, and external healthcare organizations. |
| |Ability to work well with people from different disciplines with varying degrees of technical |
| |experience. |
| |Ability to provide leadership and promote teamwork. |
| |Ability to manage project implementation teams and individuals and monitors the deliverables of |
| |each team to ensure milestone and on-budget completion. |
| |Demonstrates ability to mentor staff and assist them in attaining desired results based on |
| |individual goals and objectives. |
| |Effective interpersonal skills. |
| |Consultative approach to working with users in assessing needs and requirements. |
| |Ability to manage multiple tasks with ease and efficiency. |
| |Ability to effectively manage change. |
|PHYSICAL REQUIREMENTS |
|Indicate the appropriate physical requirements of this job in the course of a shift. Note: reasonable accommodations may be made available for individuals |
|with disabilities to perform the essential functions of this position. |
|Physical Demand Level |Occasional |Frequent |Constant |
| |Up to 33% of the time |34%-66% of the time |67%-100% of the time |
| |Sedentary: Ability to lift up to 10 pounds maximum|Up to 10# |Negligible |Negligible |
| |and occasionally lifting and/or carrying such | | | |
| |articles as dockets, ledgers and small tools. | | | |
| |Although a sedentary job is defined as one, which | | | |
| |involves sitting, a certain amount of walking and | | | |
| |standing is often necessary in carrying out job | | | |
| |duties. Jobs are sedentary if walking and | | | |
| |standing are required only occasionally and other | | | |
| |sedentary criteria are met. | | | |
|X |Light: Ability to lift up to 20 pounds maximum |Up to 20# |Up to 10# or requires |Negligible or constant push/pull |
| |with frequent lifting and/or carrying of objects | |significant walking or |of items of negligible weight |
| |weighing up to 10 pounds. Even though the weight | |standing, or requires | |
| |lifted may only be a negligible amount, a job is | |pushing/pulling of arm/leg | |
| |in this category when it requires walking or | |controls | |
| |standing to a significant degree. | | | |
| |Medium: Ability to lift up to 50 pounds maximum |20-50# |10-25# |Negligible-10# |
| |with frequent lifting/and or carrying objects | | | |
| |weighing up to 25 pounds. | | | |
| |Heavy: Ability to lift up to 100 pounds maximum |50-100# |25-50# |10-20# |
| |with frequent lifting and/or carrying objects | | | |
| |weighing up to 50 pounds. | | | |
| |Very Heavy: Ability to lift over 100 pounds with |Over 100# |Over 50# |Over 20# |
| |frequent lifting and/or carrying objects weighing | | | |
| |over 50 pounds. | | | |
|List any other physical requirements or bona fide | |
|occupational qualifications: | |
Work/Environmental: Moderate noise level consistent with an office environment
Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.
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