The Ultimate Guide to Becoming a Healthcare Project Manager

What is a healthcare project manager? Project managers excel at planning, executing, and completing projects via dedicated teams with relevant skills. At least 82% of professionals believe that project managers are essential for the successful completion and delivery of projects. In the healthcare industry, the project manager has become an increasingly important role in streamlining processes, integrating new technologies, and improving both profits and patient outcomes.

Understanding the role of the project manager can help underline why you might want to choose this career path — and for medical organizations, it may highlight why you need to hire one. 

What is a Healthcare Project Manager | Healthcare Project Manager Definition

Healthcare project managers prepare, strategically plan, implement, and manage the flow of projects in an organization. The project manager's role is to define tasks and ensure they are executed in a timely and efficient manner. Healthcare project managers may rely on comprehensive services and support to help them manage their workload, stay on budget, and successfully achieve goals.

Why is Project Management Important in Healthcare | Benefits of Project Management in Healthcare

Healthcare costs are rising across all aspects of the industry. Although end users are spending more money than ever on healthcare services — with a 4-5% growth rate in spending on hospital care, prescription drugs, and physician services — the costs of providing care are also soaring. The American Medical Association (AMA) notes that one driving force behind this is accelerated rises in drug prices. Other budget constraints include talent shortages that mean experienced medical professionals can command higher salaries.

Project managers are essential because they can plan and execute those plans within the limits of dwindling budgets and look to find opportunities for new sources of income or cost-cutting endeavors. With one person overseeing each transformation or integration project, it’s easier to ensure resources are allocated efficiently and that personnel are deployed where their strengths and talents are most useful.

What Are the Top Responsibilities of a Healthcare Project Manager

Healthcare project managers are responsible for:

• Understanding and communicating the scope of the project

• Setting realistic goals and KPIs

• Monitoring the progress toward these goals

• Providing constructive feedback to improve performance 

• Reporting to stakeholders on the progress of the project

• Documenting all stages of project planning and execution

• Constantly revising the project where opportunities to improve performance or increase ROI arise

• Closing the project when goals are met and reporting on the success or failure of the project

Project managers may also be responsible for sourcing and integrating appropriate project management tools. Organizations that utilize project management software are 77% more likely to oversee a successful project. For example, an effective team of project managers may utilize industry-standard project management software including Microsoft Project, Asana, Trello, and Monday.

Stages of Project Management in Healthcare

Healthcare projects usually have several stakeholders, including:

• The project manager who plans and manages the entire endeavor

• A project sponsor who may be the person who initiated the project and will offer direction

• A project team, usually chosen by the project manager for their relevant skills

• External stakeholders, for example, investors or partners

Setting up systems to allow each of these project participants appropriate access to the information they need is a critical stage in project management. Access control must be considered; for example, an external stakeholder shouldn’t have access to patient information. Project managers may work with Chief Information Security Officers (CISOs) or consult with third parties to ensure their internal systems can support the data security requirements of the project. 

Stage One: Starting a Project

A project may be initiated by a senior manager or a stakeholder within the healthcare organization. The purpose of the project should be outlined, and a suitable project manager chosen. To get approval for a project, the project sponsor may need to highlight costs, outcomes, and potential ROI to justify the resources they need. 

Stage Two: Planning

The project manager now starts to plan what happens next. This may include a timeline, goals, and allocating tasks to particular personnel. 

Stage Three: Carrying Out the Project

Stage three is ongoing as it involves executing the tasks in the plan and, ideally, reaching the goals set. Project managers need to communicate deadlines and check in with relevant staff to ensure everything runs to the timeline. 

Stage Four: Closing Down the Project

When all the project goals are achieved, the healthcare project manager needs to sign off on the project and report on the outcomes. For example, if the project was to integrate new electronic health records (EHR) systems, the final reports should show how successful this was, how it has impacted patient engagement, and how the changes have benefitted the healthcare facility. 

What Does It Take to Be a Good Healthcare Project Manager? 

An effective healthcare project manager helps medical facilities improve employee engagement, staff workload management, communication with stakeholders, and budget adherence. As well as project management skills, they should have a good understanding of the healthcare settings they’re working in. By understanding preferred patient outcomes and the cost of care, they can plan accordingly. They should also have excellent interpersonal skills. 

Project Management Skills for Healthcare Professionals

Here are just a few of the project management skills required to manage your organization successfully.  

Leadership Skills

Healthcare project managers must be good leaders. They need to bring teams together and achieve team interoperability and collaboration, often in situations where departments have previously been isolated and are unused to working with others in this way. 

Clear and Concise Communication 

That type of leadership is only possible with good communication. Project and program managers must be able to communicate verbally, via email, and using various messaging services — plus, they must be tech savvy enough to use video conferencing tools and present their plans clearly.

Conflict Resolution 

Good communication and problem-solving skills also help with conflict resolution. As stated, sometimes teams aren’t used to working together. There may also be resistance to change. The healthcare project manager is responsible for smoothing ruffled feathers, setting expectations, and ensuring a collaborative culture across the entire project team.

Delegation

Project managers can’t do every task themselves. They must be comfortable delegating tasks and knowledgeable enough to allocate tasks to the most appropriate person.

Flexibility

However, project managers must also be flexible and have contingency plans in place. If an employee isn’t available for a particular task, the project manager must be able to allocate it to someone else. Similarly, if an aspect of the project is unsuccessful or doesn’t meet its goal, the project manager has to be flexible enough to pivot and choose another direction. 

Risk Mitigation

Throughout all these responsibilities, the project manager must also mitigate risks. That means always having backup plans and standby personnel, and managing budgets so that there are reasonable margins should something go slightly over the expected cost.

How to Become a Healthcare Project Manager

Becoming a healthcare project manager requires a combination of soft skills, technical knowledge, and certifications. 

Educational Requirements and Certifications of a Healthcare Project Manager 

A healthcare project manager typically has a bachelor’s degree in business administration, health administration, health management, nursing, or public health administration. There may be scenarios where a facility might seek someone with a more advanced background, specialized certification, or an advanced degree.  

A project management certification and other accredited training coursework are great ways to prove a level of specialized knowledge. Here are a few examples:  

• Project Management Professional (PMP)

• Associate in Project Management (APM) 

• Certified Associate in Project Management (CAPM) 

• Certified Project Director (CPD) 

• Certified Project Management Practitioner (CPMP)  

• Certified Project Manager (CPM) 

• Master Project Manager (MPM) 

• Professional in Project Management (PPM)  

Organizations can also hire project management consultants to help execute their next project successfully. 

Regulatory Requirements 

Healthcare project managers must always be aware of the regulatory requirements governing their projects. Here are just a few of the regulations to keep in mind:  

• Health Insurance Portability and Accountability Act of 1996 (HIPAA)  

• Health Information Technology for Economic and Clinical Health (HITECH) Act 

• Medicare Access & CHIP (Children’s Health Insurance Program) Reauthorization Act of 2015 

Understanding and abiding by these regulations is all part of keeping patients and their healthcare information safe, secure, and private. 

8 Helpful Tips for Healthcare Project Management 

Healthcare project management is challenging but rewarding when done right. Here are a few tips.  

1. Ask questions to figure out project goals and requirements from your leadership team.  

2. Be flexible and prepared for challenges.  

3. Define tasks and share them with all stakeholders, breaking down large tasks into smaller, more manageable steps.

4. Develop a comprehensive strategic plan, including goals, key metrics, resources, and a timeline.  

5. Ensure compliance with healthcare regulations and governance. 

6. Rank projects and tasks in order of priority.  

7. Create a risk register and share it with the stakeholders.

8. Support and encourage open and honest communication throughout your project team.  

How TempDev Can Help with Healthcare Project Management 

TempDev’s NextGen consultants, developers, and trainers support project management needs whether you’re looking to implement, switch, or even upgrade your current system. TempDev offers custom dashboards, revenue cycle consulting, automation, and workflow redesign. You’ll find the tools and resources you need, with top tips and tricks that will ensure your success with healthcare management. 

Contact us here or by calling us at 888.TEMP.DEV to talk to a certified healthcare project manager to successfully execute your next project.