Project Manager with EHR/EMR exp (100% Onsite)

Description

PURPOSE:

• This scope of work is for a Project Manager (2. Manager) to be responsible for coordinating and monitoring delivery of assigned public Florida SHOTS project-oriented work efforts, maintaining compliance with planning, tasks, and deadlines of those teams designated by the Florida Department of Health (Department). to manage implementation of immunization provider electronic health records, Florida SHOTS user training, and the outward-facing Florida SHOTS website. Contractor will provide these services as directed by the Department.

TERM:

• This scope of work will begin on 6/1/2026 or the date on which the purchase order is issued, whichever is later. It will end at midnight, Eastern Time on 6/30/2028. The State of Florida’s performance and obligation to pay under this purchase order and any subsequent renewal is contingent upon annual appropriation by the Legislature and satisfactory performance of the Contractor.

CONTRACTOR NAME AND LOCATION OF WORK:

• The worksite for this scope of work is the following location(s):
• Florida Department of Health Bureau of Epidemiology - 4025 Esplanade Way Tallahassee, FL 32399

CRIMINAL BACKGROUND SCREENING:

• The Department will conduct a criminal history record check, including fingerprinting, on the proposed individual assigned by the Contractor prior to the individual commencing work for the Department. The Department retains sole discretion as to whether the results of the criminal history record check will result in the Contractor’s employee being disqualified from performing services pursuant to this agreement.

CONTRACTOR QUALIFICATIONS AND EXPERIENCE:

• CONTRACTOR/STAFF assigned to this agreement must possess the following minimum qualifications and
• experience:
• Master’s degree (preferred) or bachelor’s degree in health care, business, or Information Technology with a minimum of 10 years’ experience managing complex projects involving multiple stakeholders and cross-functional teams.
• Understanding of Florida IIS and the health care industry, including basic understanding of private physician immunization practices and EMR/EHR software a plus.
• Ability to exercise analytical, organizational, and problem-solving skills.
• Capacity to multitask and handle multiple projects and deadlines simultaneously.
• Experience using written and verbal communication skills for stakeholder engagement and training delivery.
• Demonstrated experience in developing project plans, managing resources, and tracking milestones.
• Experience in facilitating communication among stakeholders and managing scope, budget, and timelines.
• Ability to use a personal computer, with proficiency in MS Office products, such as Word, Excel and PowerPoint.
• Ability and willingness to travel as needed.

CONTRACTOR RESPONSIBILITIES:

• SERVICE TASKS: Contractor will perform the following tasks in the time and manner specified:
• Establish and implement the necessary processes and methodologies to ensure the delivery of Florida SHOTS public projects meet deadlines, budget requirements, and quality standards as determined by the Department.
• Assign tasks, track milestones, and manage resources regarding the outward-facing Florida SHOTS home website as directed by the Department.
• Provide training to Florida’s immunization providers as well as those Immunization section personnel requesting training as directed by the Department.
• Daily, as directed by the Department, oversee work efforts of Florida SHOTS EHR and training teams.
• Ensure and oversee the delivery of training sessions (live and recorded) for content and timelines to meet the needs of the Florida SHOTS users, as directed by the Department.
• Weekly, monitor and report project status, identifying issues and variances, and notify the Florida SHOTS team of any concerns to maintain project stability as directed by the Department.
• Weekly, coordinate and facilitate communication between the Florida SHOTS team and Department-assigned support staff to ensure clarity on resource and timeline requirements as directed by the Department.
• Monthly, conduct quality reviews of Department deliverables and implement corrective actions to meet needs of Florida SHOTS team and users as identified by the Department.
• Monthly, develop comprehensive project plans, including timelines, milestones, and resource allocations regarding the Department’s EHR and training teams and public-facing Florida SHOTS website and maintain comprehensive project plans developed throughout the PO term as directed by the Department.
• Monthly, oversee maintenance of Florida SHOTS training guides, resource materials, and announcements of new trainings or functionality to support project management practices as directed by the Department.
• Each month, track key Florida SHOTs project metrics, including milestone completion, resource utilization, and budget adherence and report the metrics to the Department Immunization Administrator or other Florida SHOTS team member(s) as directed by the Department.
• Lead strategic monthly planning meetings as directed by the Department.
• Lead weekly Florida SHOTS team meetings as directed by the Department.
• Lead stakeholder sessions to align Florida SHOTS project objectives with organizational priorities as directed by the Department.
•  Each year by June 30, create and field a web-based Florida SHOTS survey as directed by the Department.
• Each year by June 30, as directed by the Department, build user analysis with the data from the Florida SHOTS  survey to identify public processes and services needing improvement or education, as well as identified successes and submit the analysis to the Department Contract Manager.

DATA SECURITY AND CONFIDENTIALITY TASK:

• The Contractor, its employees, subcontractors, and agents must comply at all times with all Department data security procedures and policies in the performance of this scope of work as specified in the Data Security and Confidentiality document attached to the purchase order.

DELIVERABLES:

• Contractor will complete and submit the following deliverables to the Department in the time and manner specified:
• Monthly: Provision of Project Manager (2. Manager) duties  in the time and manner specified in Tasks 6.1.1 through 6.1.17.

METHOD OF PAYMENT:

• A purchase order will be issued to the Contractor.
• The method of payment for this purchase order is unit rate.
• The Contractor will not receive payment in advance for goods or services described in this scope of work.
• The Contractor must submit an invoice monthly that provides a detailed accounting of the deliverables performed during the invoice period for which payment is being requested.
• The Contractor is responsible for the performance of all tasks and deliverables contained in this scope of work.

PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES:

• All deliverables and related tasks must be completed 100% as specified. Failure to satisfactorily complete or submit a deliverable in the time and manner specified will result in a financial consequence as indicated below:
• Failure to complete and submit Deliverable 6.2.1. in the time and manner specified will result in a payment reduction equal to 5 percent  for each task not completedmonthly invoiced amount.
• Failure to comply with Task 6.1.17, DATA SECURITY AND CONFIDENTIALITY will result in a payment reduction equal to 10 percent of the total monthly invoiced amount for each day the Contractor is not in compliance.

CONTRACTOR TRAVEL REIMBURSEMENT:

• Reimbursement for travel expenses is authorized only when approved in advance by the Department Contract Manager and conducted in accordance with Section 112.061, Florida Statutes and Department Internal Operating Procedure (IOP) 56-37.

CONTROLLING TERMS AND CONDITIONS:

• Department Scope of Work SOW26-119
• Attachments:
• Department Purchase Order Terms and Conditions
• Data Security and Confidentiality form
• METHOD OF PROCUREMENT#80101507-23-STC-ITSA
• Department Request for Quote, and
• Contractor’s Response to the Department’s Request for Quote

“Cleo Consulting is an equal opportunity employer (Minorities/Women/Veterans/Disabled)”