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The Clinical Research Budgeting and Billing Office (CRBB) facilitates compliance with Medicare and University of Washington research billing requirements across UW Medicine Health System sites of practice. CRBB assists research teams in creating and negotiating clinical research study budgets and accurately billing for patient-related research expenses. The CRBB Director is responsible for developing and implementing CRBB systems, policies and procedures, representing clinical research billing needs and requirements across UW Medicine sites and systems, and serving as a key contributor and research advocate in the analysis and development of UW Medicine, campus and departmental systems, policies and procedures.
CRBB within UW Medicine has an outstanding opportunity for a Director.
Reporting to the Director of the Office of Research and Graduate Education, the CRBB Director is responsible for the management, strategic planning and leadership for all business and operational activities of CRBB to ensure a robust, effective and service-oriented organization. This includes oversight of approximately 14 FTE and responsibility for the information systems and tools used in CRBB operations.
CRBB operates in a matrixed, highly collaborative and evolving environment requiring effective partnerships. The Director maintains strong working relationships with UW Medicine financial, information technology, and compliance units as well as University of Washington sponsored programs, human subjects, grants accounting, compliance functions. The incumbent actively collaborates with Seattle Cancer Care Alliance and Fred Hutchinson Cancer Research Center as key partners in the support of extensive cross-institutional research programming and in the planning, oversight and utilization of a clinical trial management system.
The Director acts in an advisory capacity to UW Medicine leadership, providing research and analytical support and advice on management, organization, and business practices related to clinical research budgeting and billing issues. The Director has an important role in advocacy and shaping institutional policies and procedures to enhance the environment for and facilitate clinical research, and for clinical research budgeting and billing. Effective organizational leadership, project management and analytical skills, and sound business judgment are essential.
Direct CRBB staff, funding, resources and services. Analyze operations, recommend and implement approaches which optimize service to researchers and clinical operations and develop organizational capacity.
Develop, refine and enhance CRBB systems, policies, and processes to ensure that study budgets and research billing conform to federal, state and institutional compliance requirements. Partner and advocate with intra- and inter-institutional system owners. Analyze and implement changes to CRBB- related controls for effectiveness as required to achieve organizational performance objectives.
Work closely with SOM and site-of-practice compliance officials to analyze existing clinical research-related systems for adherence to internal and external regulations and policies, effectiveness of established controls, efficiency of operations, and accuracy of reports and records.
Direct and facilitate the development of accounting, budgeting, and study tracking mechanisms to assist researchers in ensuring the appropriate billing of research-related services at each practice site. Collaborate with partner institutions and study teams to optimize systems' ease of use for clinical researchers.
In partnership with SOM and UW Medicine senior management, identify and define key issues and areas of concern, and review changes in organizational design, risk assessments, and revisions in operational policies and procedures for their impact on clinical research budget and billing.
Facilitate process improvements identified through rapid cycle process improvement technologies.
Information Systems Development and Management
Oversee the design, development, testing, implementation, documentation, maintenance and continuous improvement of CRBB's in-house information systems portfolio including budget and billing tools; internal database and queries addressing studies, human subjects, process time, and regulatory requirements; public and secured websites; and intraoffice tools.
Identify needs, analyze business processes and define UW Medicine clinical research billing and business system requirements. Articulate general workflows and research billing workflows as they relate to business functionality and needs.
Provide leadership and subject matter expertise in representing, implementing, upgrading and maintaining the clinical research billing aspects of all UW Medicine business and clinical systems. Facilitate strategic planning for UW Medicine clinical research billing Information systems.
Act as UW Medicine system owner and operator of Epic Research Maintenance Module.
Lead CRBB participation in the development of inter-institutional (including Seattle Cancer Care Alliance and Fred Hutchinson Cancer Research Center) and multi-site (including Northwest Hospital and Valley Medical Center) system to system solutions. Collaborate on development and operationalization of a clinical trial management system with the Offices of Research and Graduate Education, the Chief Research Information Officer, Seattle Cancer Care Alliance, and Fred Hutchinson Cancer Research Center
Develop and maintain effective metrics, tracking and reporting solutions for internal operations, senior management and cross-institutional operations. Direct the alignment of workflows, metrics and reporting with inter-institutional systems objectives.
Outreach and Liaison
Strategize and direct CRBB communications regarding role and services to research and clinical service constituencies, and to UW Medicine oversight bodies. Serve as primary interface between the CRBB and critical links in academic departments and divisions, sites of practice and UW organizational entities; represent the CRBB in university and site-of-practice workgroups, committees and teams and in negotiations with external research entities.
Direct the development of training programs for UW principal investigators, research teams, UW Medicine practice site staff, and staff of the UW Medicine business enterprises that address clinical budgeting and billing. Collaborate with partner institutions to ensure standard and consistent best practices for handling of cross-institutional clinical research budgeting and billing requirements.
Liaison with the SOM Office of Research and Graduate Education and the UW Office of Sponsored Programs to efficiently manage clinical research contract proposals.
Revenue Cycle Business Analysis
Lead UW Medicine strategic planning related to clinical research revenue cycle and billing operations. Promote integration of clinical research billing requirements in ongoing clinical billing planning and implementation work.
Assure accurate, compliant and efficient revenue cycle processes for clinical research billing across UW Medicine entities, through collaboration with IT, financial management, compliance/auditing, patient billing units, and all clinical research billing stakeholders. Assure timely and responsive troubleshooting of billing issues within CRBB.
Serve as CRBB sponsor in new billing system and upgrade design and implementation work. Assure research billing specifications, functional requirements and optimal workflows are communicated to system designers and vendors. Assure CRBB testing of research billing systems and upgrades, and operational workflows.
Establish and maintain strong working relationships with revenue cycle leadership in UW Medicine, UW Physicians, Seattle Cancer Care Alliance and Fred Hutchinson Cancer Research Center, with clinical documentation system vendors (Cerner ORCA, EpicCare), and other peer system owners and stakeholders.
Staff Supervision and Management
Manage supervisors and other CRBB staff as required.
Assure strong performance and professionalism of CRBB individual staff and teams.
Oversee hiring, training, development, performance management and dismissal of CRBB employees.
Lead Responsibilities: Serve as sponsor or project leader as needed for intra- and inter-institutional initiatives and process improvements.
Master's Degree in business administration, health administration, or related field or equivalent experience.
Minimum five years management-level experience, including at least four years of relevant experience in a large, complex organization
Demonstrated expertise in clinical research billing and budgeting requirements, regulations and systems.
Proven excellence in organizational management and team leadership in a deadline-driven environment.
Outstanding policy analysis and implementation skills.
Outstanding process analysis and implementation skills.
Demonstrated project planning and implementation skills related to workflow design and information systems.
Demonstrated experience and skills in complex collaborative work.
Excellent oral and written communication skills at all levels of the organization.
Demonstrated effectiveness in prioritization and management of complex workload.
Skill in building collaborative relationships across teams and institutions.
Experience working in an academic medical center.