Epic Release Manager

Position: Epic Release Manager

Location: 100% Remote

Duration: 6+ Months

Interview: Video

Job Description:

Must work PST

PROJECT TASK or OBJECTIVES

• The primary objective of the Epic Release Manager is to ensure the safe, timely, and coordinated deployment of Epic software updates, enhancements, and fixes across the organization. This role is responsible for maintaining a structured release management process that minimizes disruption to clinical and business operations, while enabling innovation and continuous improvement. The Epic Release Manager will work closely with Epic Technical Coordinator (TC), Epic Environment Manager, application owners (analysts and Epic TS), Event Downtime Coordinator, change managers, technical teams, and operational stakeholders to align release activities with organizational priorities and compliance standards, ensuring each release is well-communicated, thoroughly tested, and successfully executed.

Key objectives include:

• Ensuring each release is thoroughly planned, tested, communicated, and executed with minimal risk.
• Facilitating cross-functional collaboration to manage dependencies and reduce operational impact.
• Supporting continuous improvement through post-release reviews and process optimization

1. SCOPE OF WORK AND CONTRACTOR S DELIVERABLES

The contractor shall provide services and staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth below:

1. Planning and Coordination

• Manage and maintain the Epic Release Calendar, including upgrade schedules, enhancement releases, patch timelines, and change restriction periods.
• Coordinate Epic software upgrades (2x/year) in collaboration with Epic TC, TS/Epic representatives, internal IT teams, and impacted departments.
• Collaborate with other project and release managers (non-Epic, infrastructure, etc.) to ensure alignment across the organization s broader release management strategy.
• Facilitate regular release planning meetings with Epic application owners and stakeholders to discuss upcoming releases, priorities, risks, and dependencies.
• Facilitate planned Epic system downtimes including 1x/month Tuesday night patches and Sunday 2AM go-live for Epic upgrades.
• Closely work with the Event Downtime Coordinator to plan and coordinate downtimes.

1. Testing and Validation

• Work with QA and Epic application system owners (clinical, revenue cycle, access, etc.) to gather release readiness status, validate test plans, and confirm go-live support.
• Advise and assist in the coordination of testing cycles (build validation, regression, integrated testing) with appropriate QA leads and application teams.

1. Communication and Documentation

• Ensure release communication plans are in place, including release notes, testing requirements, go-live alerts, and post-release information.
• Ensure up-to-date documentation of release processes, playbooks, and lessons learned to maintain consistency and continuity.
• Monitor release activities, especially out of cycle requests and provide status updates to leadership, governance committees, and key stakeholders.

1. Risk and Change Management

• Track and manage dependencies across Epic applications to avoid conflicts and ensure coordinated releases across modules (e.g., Resolute, Cadence, ClinDoc, etc.).
• Support change management processes, ensuring changes tied to releases are properly documented, reviewed, and approved according to UW Medicine ITS CAB standards.
• Identify and escalate risks, conflicts, or delays that may impact Epic releases, with recommendations for mitigation.
• Conduct post-release reviews to capture successes, issues, and continuous improvement opportunities.

1. Stakeholders Engagement

• Maintain awareness of Epic s release roadmap and advise stakeholders of upcoming changes requiring operational or technical preparation.
• Serve as a liaison between technical teams, application owners, and operational stakeholders to ensure alignment and readiness.