Program Manager, Healthcare Platform Implementation

Company: Helper Heroes

Website: https://helperheroes.com/

Position: Program Manager, Healthcare Platform Implementation

Schedule: U.S. timezone (Remote)

About Us:

At Helper Heroes PH, we’re on a mission to provide exceptional care and support to home care agencies in America. We believe in creating a true partnership where our employees act and feel like a true member of the American team they are matched with. Our goal is to help them create a compassionate, innovative, and efficient care experience for their clients and their families. To achieve this, we’re looking for a Hero to join our team and help us shine even brighter!

About You:

What sets us apart is YOU. You’re not just any virtual team member—you’re a Hero! If you’re passionate about making a difference, have a knack for organization, and thrive in a fast-paced, mission-driven environment, you’re who we are looking for. If you’re the kind of person who loves tackling behind-the-scenes tasks with a smile, ensuring that our clients' caregivers and clients receive the best possible support, apply today!

Job Overview:

Reports to: CEO (Operations) 

Partners: CNO (Clinical), Linda Clark RN (Quality/Compliance), Outsourced IT leads, Pharmacy Lead, Marketing Lead 

Team Shape: 1 PM + 2 IT professionals (Integration/Automation Engineer; Cloud/DevOps & Security Engineer) 

Location: Remote

Type: Full-time contractor or FTE 

Mission: Own end-to-end delivery of the MedBridge+IQ initial build and go-live, orchestrating people, vendors, and technology to achieve survey-ready, HIPAA-compliant, and highly automated operations—on time, in scope, and within budget—while maintaining strict data and system segregation between MedBridge and Assisting Hands. 

Outcomes You Own:

• Launch a phase-gated implementation aligned to the “Here-to-There” (H→T) grid.
• Stand up the Adaptive Intelligence Layer (AIL): confidence-gated automation (Auto ≥0.95; Review 0.80–0.94; Escalate <0.80) with do-no-harm rules. 
• Deliver operating guardrails (RTO/RPO, SLO/SLI), audit-ready evidence, and zero cross-entity data sharing. 

Key Responsibilities:

1. Program Orchestration 

• Build and manage the master plan (scope, schedule, budget, resources) across phases and workstreams (Clinical, RCM, Inventory/Cold-Chain, Intake/Referrals, Analytics, Security/Compliance, MDM/iPads, Marketing enablement). 
• Maintain a single source of truth: H→T grid, RAID log, RACI, dependency map, decision log, and change-control register. 

2. Delivery Management 

• Break down epics → stories with acceptance criteria; run weekly sprint planning and daily stand-ups for the 2-engineer team. 
• Sequence integrations: Workato recipes, Redox HL7/FHIR pipes, BigQuery/Looker models, HubSpot → intake flows, EZOfficeInventory automations, Waystar RCM hooks, TigerConnect notifications. 

3. Compliance & Segregation

• Enforce entity segregation in identity, environments, data stores, logs, and secrets.
• Ensure BAAs, HIPAA technical safeguards, access reviews, least privilege, and PHI-safe logging are in place; coordinate with Linda Clark RN for survey readiness. 

4. Risk & Quality 

• Own RAID: quantify risks (impact/likelihood), pre-agree mitigations and triggers, manage vendor SLAs. 
• Implement definition of done with evidence: test cases, validation screenshots, log excerpts, data lineage proofs, rollback plans. 

5. Stakeholder Management 

• Weekly executive brief to CEO; clinical cadence with CNO; compliance cadence with Linda Clark RN. 
• Drive pharmacy/clinical sign-off for cold-chain exception flows and AIL “do-no-harm” rules. 

6. Cut-and-Paste Operations 

• Produce runbooks, SOPs, and copy-blocks the team can paste into systems (tokens, endpoints, headers, field maps). 
• Keep artifacts printable and audit-ready; maintain PM-ready CSVs for the H→T grid. Go-Live Readiness. 
• Orchestrate rehearsals, DR/backup restore drills, access provisioning, MDM baselines, and on-call/incident playbooks. 
• Lead go/no-go and hypercare (first 2–4 weeks post-launch). 

7. Day-to-Day Tools & Stack (you coordinate; engineers implement) 

• Planning/Docs: Google Workspace, Gantt/Kanban (Sheets + CSVs), GitHub Projects, decision/RAID logs. 
• Data/Cloud: GCP (Run, Functions, Pub/Sub, Secret Manager), BigQuery/Looker.
• Integrations: Workato, Redox (HL7v2/FHIR), HubSpot Enterprise, EZOfficeInventory, Waystar, Alora EMR/EVV, HRS PatientConnect, TigerConnect, Zoom for Healthcare, DocuSign, HIPAA eFax. 
• Security/MDM: Kandji/Intune/Jamf (as selected), SSO/SAML. 

Key Performance Indicator:

• Schedule & Budget: Milestones ±5% variance; budget burn ±7% variance.
• Automation: P0 workflows ≥70% automated at go-live; manual fallback documented.
• Clinical Ops: Start-of-Care (SOC) ≤ 6 hours for priority referrals (target tracked).
• Revenue Cycle: First-pass clean claims ≥97%; denial appeal drafts auto-generated for ≥90% of flagged claims.
• Safety & Quality: 0 cold-chain loss; 0 PHI in logs; device compliance ≥95%.
• Reliability: Crown-jewel services SLOs met (publish + track); MTTR < 30 min.
• Audit Readiness: All changes documented with artifacts; quarterly DR test “pass.”

30 / 60 / 90 Day Plan: 

30 Days 

• Baseline plan and RAID; confirm BAAs; finalize environment topology and segregation rules. 
• Lock P0 scope & acceptance criteria; publish milestone schedule; align role charters for both engineers. 
• Deliver first H→T grid CSV with owners, tokens/headers placeholders, endpoints, test steps. 

60 Days 

• Ship P0 flows to staging: referral intake, AIL gates, RCM hooks, inventory exceptions, RPM vitals ingestion, core Looker dashboards. 
• Execute access reviews, PHI-safe logging checks, and first DR tabletop.
• Draft hypercare plan and on-call rota; finalize go-live checklist. 

90 Days 

• Promote P0 to prod; run go-live & hypercare; achieve baseline SLOs.
• Close open risks; publish lessons learned; groom P1/P2 backlog; lock steady-state operating cadence. 

Must Have

• 6+ years project/program management in healthcare tech or regulated environments.
• Track record shipping multi-vendor integrations (iPaaS + interface engine) with PHI.
• Mastery of schedule/budget control, RAID/RACI, change control, and audit-grade documentation.
• Fluency coordinating HL7v2/FHIR, revenue cycle workflows, and clinical operations constraints.
• Exceptional stakeholder communication (exec, clinical, compliance, engineering).

Nice-to-Have

• Familiarity with Workato, Redox, BigQuery/Looker, GCP, and MDM in clinical iPad deployments.
• Exposure to Vertex AI or LLM governance (confidence gating, tool use).
• HIPAA/HITRUST/SOC2 audit participation.

Working Agreements & Cadence 

• Weekly: Executive readout (15 min): milestone burn-down, risks, decisions needed.
• Twice Weekly: Engineering stand-ups (15 min) + backlog refinement (30 min).
• Monthly: Compliance & security review with Linda Clark RN; SLO/DR/cost report.
• Quarterly: DR restore exercise; pen-test or security review cadence. 

Deliverables (always audit-ready) 

• Master plan, RAID, RACI, dependency map, decision log. 
• Updated H→T grid CSV (owners, phases, endpoints, tokens/headers, test steps, rollbacks). 
• SOPs/runbooks for intake, RCM, inventory/cold-chain, RPM, analytics, incident response. 
• Go-live checklist, hypercare plan, and success report against KPIs.

Culture & Principles 

• Just Culture and blameless postmortems; facts over blame. 
• Segregation by design across entities and environments. 
• Documentation first with cut-and-paste blocks to speed implementation.
• Patient safety & revenue integrity as non-negotiables.

Attributes of a Successful Helper Hero:

• Empathy: You genuinely care about people and want to make a difference in their lives.
• Organization: You’re a master of multitasking and can keep everything running smoothly.
• Communication: You speak impeccable English. You’re a clear and friendly communicator, both written and verbal.
• Problem Solver: You can see the big picture when resolving complex issues and follow through until you reach full resolution.
• Self Starter: You work effectively without supervision and follow processes precisely.
• Reliability: You’re dependable, punctual, and always ready to step up when needed.