WHAT DOES A CLINICAL PROGRAM MANAGER DO?
Updated: Dec 10, 2024 - The Clinical Program Manager oversees the development and maintenance of clinical program schedules, coordinates resources, and ensures accountability for task deliverables, while also managing stakeholder and team meetings to update progress and address roadblocks. This position's responsibilities include direct management of site clinical operations, upholding quality assurance standards, and handling the flow of referrals and caseloads, alongside carrying a small caseload for assessments and therapeutic services. Additionally, the role involves supervising staff for licensure, implementing the Felton Early Psychosis model, leading community outreach, and representing the program in various stakeholder and county meetings.
A Review of Professional Skills and Functions for Clinical Program Manager
1. Clinical Program Manager Duties
- Vendor Management: Manage the performance of CROs, third-party vendors, and contractors to ensure compliance with study protocol.
- Issue Escalation: Identify areas of concern and escalate to Clinical Program Lead.
- Strategy Collaboration: Collaborate to develop patient recruitment strategies, operational feasibility, and implementation of study objectives.
- Study Planning: Develop study plan(s) including key milestones and timelines.
- Selection and Updates: Ensure country/site selections meet study requirements and internal/external systems are updated promptly.
- Clinical Systems Development: Participate in the development and testing of clinical systems, tools/metrics for monitoring clinical study progress, and surveillance of key efficacy/safety data points.
- TMF Oversight: Oversee the Trial Master File (TMF) and assist with periodic audits.
- Trial Site Activation: Drive critical clinical trial site activations, recruitments, and database locks.
- Contract and Budget Management: Assist in clinical site/vendor contract and budget negotiations and forecasting.
- Monitoring and Oversight: Review monitoring reports and corrective action plans at individual sites and provide oversight to ensure safety concerns are identified and responses developed.
- Stakeholder Communication: Communicate trial status, issues, and mitigations to relevant cross-functional stakeholders.
- Site Representation and Monitoring: Represent the company during site initiation visits, training, and closeout visits, and conduct co-monitoring visits.
2. Clinical Program Manager Details
- Site Qualification Lead: Lead the site qualification and be responsible for identifying each site-specific requirement for hardware/software necessary for participation in each separate clinical trial.
- Workstream Management: A successful candidate will have demonstrated experience managing multiple ongoing workstreams with very firm deadlines.
- Network Growth Management: Independent management of growth and expansion of the Smart Imaging Network.
- Site Onboarding Management: Manage the process of identification, contracting, and onboarding imaging sites to scale the business.
- Contract Execution Management: Manage contract execution at each stage of the process with support from general counsel and delivery teams.
- CRO Interface Management: Accountability for the interface with the CRO for specific trial parameters and provision of qualified sites.
- Upgrade Management: Accountability for ensuring selected network sites requiring hardware/software/application upgrades are raised to the appropriate liaisons within each imaging category to ensure upgrades are completed and trial scanning is not delayed.
- KPI Tracking: Establish processes for tracking imaging center individual KPI to develop indicators that designate highly efficient centers for additional trial participation (response time to upgrade, scan quality, repeat scans required, among others).
- Stakeholder Engagement: Lead effective, cross-functional engagement with clients and GE Stakeholders, including the general counsel team, client legal team, imaging leadership, and business leadership.
- Report Preparation: Responsible for the preparation of monthly and quarterly reports on Smart Imaging Network growth and expansion, including revenue projections.
- Project Management Oversight: Provide oversight of project management plan development and assignments.
- Timeline Communication: Support the communication of timelines across the team members to ensure efficient production, scheduling, and delivery of projects.
- Team Training: Train study team members, external monitors, and site staff.
3. Clinical Program Manager Responsibilities
- Leadership Skills: Leads IPA, MSO, and provider level HEDIS quality and Medicare Risk Adjustment strategy meetings.
- Business Planning: Develops a business plan and ensures integration of Quality metrics into the overall process.
- Performance Improvement: Develops performance improvement plans and oversees the Clinical Quality Improvement activities/projects to improve the quality of care for members.
- Data Analysis: Provides engagement and oversight to ensure accurate and complete quantitative analysis of HEDIS and Medicare Risk Adjustment data, presenting analysis results.
- Program Management: Directs HEDIS and Medicare Risk Adjustment improvement activities for the largest, most complex state and provider programs.
- Compliance Assurance: Assures compliance with corporate Quality and Revenue work plans.
- Population Needs Assessment: Assures that all activities are relevant to the needs of the targeted population.
- Documentation Management: Maintains effective documentation of Quality and Revenue programs to meet regulatory and accreditation standards.
- Program Implementation: Oversees the implementation of new programs and initiatives.
- Regulatory Interaction: Leads interactions with regulators or oversight entities.
- Methodology Assurance: Ensures that study methodology is sound and appropriate reporting is in place.
4. Clinical Program Manager Job Summary
- Special Projects Assistance: Assist with special projects that improve outcomes for foster children and youth served by the agency’s programs
- Inter-departmental Collaboration: Collaborate with inter-departmental staff to create and maintain fidelity to projects established by the agency
- Stakeholder Education: Educate staff, families, and community stakeholders on the outcomes of special projects assigned
- Quality Improvement Participation: Follow and participate in facility quality improvement efforts, such as children, parents, and family satisfaction and clinical outcomes
- Community Partnership Research: Research and identify community relationships and partnerships to enhance or make available clinical services
- Program Advocacy: Serve as an advocate for foster care and adoption services by recommending program improvements and enhancements to meet the youth treatment plan goals
- Clinical Team Collaboration: Work closely with all clinical staff and the interdisciplinary team to develop, implement, and evaluate treatment plans
- Interdisciplinary Team Coordination: Plan and coordinate a collaborative interdisciplinary team approach in managing clinical care and services for youth, parents, and families
- Treatment Protocol Development: Design and develop treatment protocols that can advance youth, parents, and family care and needs and apply consistency throughout the program
- Program Metrics Monitoring: Monitor metrics to ensure all program operations and outcomes are completed to meet accreditation standards
- Community Engagement: Meet with key stakeholders and community leaders to bring about awareness and provide community education
- Treatment Plan Compliance: Ensure resident treatment plans include clinical soundness and measurable objectives, and comply with established policies, procedures, licensing standards, and federal, state, and local regulatory agencies
5. Clinical Program Manager Accountabilities
- Documentation Compliance: Monitor and ensure all clinical and medical documentation requirements are being followed according to Agency policy and licensing and regulatory standards.
- Program Development: Participate as a member of the treatment team to design, develop, and implement new programs or clinical services.
- Crisis Response: Respond to escalated youth, parents, families, community partners, and professional service providers promptly.
- Budget Management: Demonstrate efforts to manage a budget within budget limits and constraints.
- Clinical Assessment Assistance: Assist staff with conducting clinical assessments and evaluations and collaborate with staff to implement interventions.
- Psycho-Education: Provide psycho-education for youth and families to address mental health needs.
- Data Management: Keep accurate and up-to-date quantitative data on program services provided to youth and families.
- Discharge Planning: Participate in discharge planning for youth and oversee the coordination, implementation, and evaluation of treatment plans.
- Emergency Evaluation: Provide emergency evaluation for youth, parents, and families in crisis and facilitate referral to more intensive levels of treatment or alternative solutions that cannot be handled onsite.
- Evidence-Based Research: Research evidenced-based models and instruments that can improve outcomes of youth.
- Vendor Management Support: Support oversight of vendor management.
- Collaborative Leadership: Lead collaborative efforts and activities with the interdisciplinary and treatment teams, staff, and medical and non-medical providers.
- Service Quality Assurance: Ensure all youth are receiving the quality of services needed to meet their individual treatment and behavior plans.
6. Clinical Program Manager Functions
- Project Schedule Management: Develop and maintain a clinical program/project schedule based on stakeholder timelines.
- Resource Coordination: Coordinate resources associated with tasks/deliverables and promote accountability for those tasks.
- Team Meeting Coordination: Coordinate and hold regular meetings with project team members for general updates and progress/roadblocks.
- Stakeholder Engagement: Coordinate and hold regular stakeholder meetings for updates and progress/roadblocks.
- Problem Resolution: Assist in the removal of roadblocks associated with program/project tasks and deliverables.
- Strategic Project Planning: Contribute to the clinical and business project planning of the organization's Gene therapy programs.
- Clinical Operations Support: Support the Clinical Research & Development projects, providing knowledge of all aspects of clinical development including supporting the day-to-day management of the clinical operations department.
- Stakeholder Collaboration: Work together with stakeholders to ensure development milestones are achieved, and issues and obstacles are managed accordingly.
- Relationship Management: Develop and maintain positive strong working relationships with the interdisciplinary and treatment teams, youth, foster parents and families, professional service providers, and community partners, while maintaining boundaries at all times.
- Professional Conduct: Work as a team player and exhibit professional behavior and a positive attitude with both internal and external clients that reflects positively on the Agency and is consistent with Agency policies and practices.
- Research Collaboration: Collaborate closely with the Research and Strategy department on special projects.
- Data Reporting: Use statistical data to provide monthly, quarterly, and yearly reports of clinical outcomes, personnel costs, operating costs, residential placement, and discharge.
7. Clinical Program Manager Job Description
- Project Scheduling: Develop and maintain a clinical program/project schedule based on stakeholder timelines.
- Resource Coordination: Coordinate resources associated with tasks/deliverables and promote accountability for those tasks.
- Team Coordination: Coordinate and hold regular meetings with project team members for general updates and progress/roadblocks.
- Stakeholder Coordination: Coordinate and hold regular stakeholder meetings for updates and progress/roadblocks.
- Problem Solving: Assist in the removal of roadblocks associated with program/project tasks and deliverables.
- Operations Management: Be responsible for the site’s clinical operations, including personnel management, maintenance of quality assurance standards, adherence to documentation requirements, and data collection for measured outcomes.
- Case Management: Manage the flow of referrals, intakes, and caseloads.
- Clinical Service: Carry a small caseload and conduct assessments, develop treatment plans, and provide individual and/or group therapeutic services.
- Supervisory Leadership: Provide individual and/or group supervision to staff accruing clinical experience and hours for professional licensure.
- Model Implementation: Implement the Felton Early Psychosis model by fidelity measures and strategic development plans.
- Community Leadership: Lead the program’s community outreach campaign and facilitate community involvement and/or advocacy.
- Committee Involvement: Contribute to all assigned committees and meetings (leadership and operations meetings) and represent Felton’s program in stakeholder, county, and other assigned meetings.
8. Clinical Program Manager Overview
- Clinical Consultation: Provides clinical consultation to the Division Director of Program Services and supervision to staff.
- Intake Assessment: Participates in or reviews all intakes, assessing for the appropriate level of care.
- Treatment Plan Development: Reviews client charts and assists staff with developing treatment plans.
- Discharge Planning: Provides oversight of client’s discharge planning, working closely with County and Interim Case Coordinators/Case Managers.
- Curriculum Development: Assists with curriculum development.
- Group Facilitation: Facilitates daily psychotherapy and adjunct therapy groups.
- Counseling and Crisis Intervention: Provides client-centered counseling and crisis intervention.
- Training Programs: Organizes and implements training programs for staff.
- Backup Support: Provides backup support to staff during scheduled or unscheduled absences of the Division Director of Program Services.
- Meeting Participation: Attends weekly staff meetings and other programmatic meetings as assigned by the Division Director of Program Services.
- Agency Liaison: Liaises with County Behavioral Health System and other private and public social service and mental health agencies.
- HIPAA Compliance: Ensures compliance with HIPAA regulations.
- Regulatory Compliance: Assists with program compliance with Department of Healthcare Services Licensing regulations and Medi-Cal documentation regulations.
9. Clinical Program Manager Details and Accountabilities
- Safety Assurance: Assures the overall safety by not disclosing the location of the CHAT house or its residents.
- Guest Screening: Carefully screens any potential guests before disclosing the location of the house.
- Program Oversight: Oversees activities of the program, providing independent program-related services as required by funders, external entities, and agency requirements.
- Statistical Review: Reviews statistics regarding services for specific program activities, trends, and industry research results.
- Supervisory Management: Performs direct supervisory tasks such as interviewing, selecting employees, recommending discipline, responding to grievances, conducting performance appraisals, training new employees, and managing leave requests.
- Policy Consistency Enforcement: Ensures consistency in the interpretation of agency policies and procedures and provides guidance or independently establishes operational protocol.
- Hazard Prevention: Proactively seeks to prevent potential hazards to staff and clients.
- Client Assessment: Conducts assessments for potential and current clients.
- Therapeutic Interventions: Provides appropriate formal and informal therapeutic interventions with clients on an ongoing basis.
- Collaborative Participation: Participates collaboratively in meetings with team members to ensure unified client care.
- Report Preparation: Prepares reports regarding client progress and concerns.
- Confidentiality Maintenance: Maintains confidentiality of client and employee information, files, and data.
10. Clinical Program Manager Tasks
- Operational Goal Setting: Develops and implements operational goals and objectives (e.g., by agency standards, HIPPA).
- Compliance Review: Review case files for compliance with appropriate standards.
- Community Advocacy: Acts as a community advocate, to foster and promote good neighbor perspectives, observances, and experiences.
- Employee Engagement Oversight: Oversee & actively observe employee engagement with clients & take immediate corrective action, which demonstrates gender-specific, trauma-informed techniques in a therapeutic culture.
- Stakeholder Promotion: Actively promotes Alvis and its services to stakeholders in the community.
- Medical Management Success: Ensure the success of Medical Management programs by clinical case reviews and implementing processes that will ensure optimal costs.
- Strategic Clinical Leadership: In conjunction with the clinical leadership, provide solid clinical/financial underpinnings for operations for new strategic programs.
- Medical Technology Monitoring: Monitor the development of medical management clinical applications and care management platforms, including inpatient, outpatient, disease management, pharmacy, and other medical management-related technologies.
- Cost Control Assurance: Assure that they meet the goals of controlling total clinical costs.
- Staff Training Assistance: Assists Division Director of Program Services with staff hires training and orientations.
- Patient Support Facilitation: Facilitate patient teaching and support programs utilizing the nursing process.
- Collaborative Practice Creation: Create an open and collaborative practice environment for the professional and support staff throughout the hospital.