CI Data National Registry Project Manager

Healthcare Project Manager – National Cochlear Implant Registry

The National Hearing Implant and Viani Research Centre (NHIVRC) is based in Beaumont Hospital and is the only centre in Ireland that provides long-term care to children and adults with cochlear implants. The Paediatric Programme of the NHIVRC will transition some services to the New Children's Hospital in 2026. To enhance patient care, an integrated model of care will be developed across both sites, which includes the implementation of a National Cochlear Implant Registry to track all Class III medical devices in line with EU regulations.

The implementation will occur in three phases:

• Phase 1: Integration of the National Registry with Beaumont Hospital’s PAS and audiology equipment, including data migration for over 6,000 patients.
• Phase 2: Installation at the New Children’s Hospital, including integration and testing of audiology equipment and ICT infrastructure for data sharing.
• Phase 3: Integration with CIH EHR, EPIC.

We are currently seeking a highly skilled and experienced Healthcare Project Manager to join our dynamic multidisciplinary team. As part of our move to the New Children’s Hospital, you will have the responsibility of planning and coordinating the implementation of a National Cochlear Implant Registry across both hospitals and coordinating to transition to the New Children’s Hospital. The post will involve collaborating with the teams in Beaumont Hospital and in the New Children’s Hospital, the vendor implementation team, and you will lead a team responsible for supporting the integration and implementation of the technical, clinical, and administrative components of the new model of care.

The Implementation of a National Cochlear Implant Registry across the two sites will involve the following:

• Solution Design and Implementation: based on the current and future workflow
• Data migration: sanitation and migration of the existing medical and device records for > 6,000 patients
• Equipment integration: Coordinating the integration of the audiological equipment to the National Registry and coordinate the systems testing across both sites.
• ERP integration: Coordinate the integration of the National Registry with the PAS system in Beaumont Hospital and the EPIC system in NCH.
• Medical Coding: Manages medical coding for diagnoses, procedures, and treatments.
• Reporting and Analytics: Generates reports and analytics based on patient data and performance metrics.

Key Responsibilities:

Governance

• The successful candidate will set and ensure project governance and project controls are maintained and adhered to, throughout the project.
• The successful candidate will work as part of the NHIRC multidisciplinary team, lead the Project Team and also attend the Steering Committee meetings.

Project Planning and Execution:

• Develop project plans, timelines, and budgets in collaboration with stakeholders, ensuring alignment with National Service objectives and timelines.
• Co-ordinate the works effort across a number of different work streams including Design, Testing, Reporting, Data Migration, Integration, ICT and Implementation.
• Monitor project progress and implement proactive measures to mitigate potential delays.
• Ensure adherence to project scope and manage changes effectively by assessing impacts, proposing solutions, and obtaining necessary approvals.

Project Reporting

• Regularly communicate project updates to stakeholders, including team members, senior management, and external partners.
• Track expenditures, and ensure cost-effective resource allocation.
• Preparation of reports on the progress and status of the Project to the Project Core Team as required.

Stakeholder Management:

• Collaborate with cross-functional teams, including, the NHIVRC and CHI NCH teams, healthcare professionals, IT specialists, administrators, and external vendors, to achieve project objectives.
• Facilitate effective communication and collaboration among team members, ensuring clear understanding of roles, responsibilities, and expectations.
• Act as a liaison between different departments, facilitating coordination and knowledge-sharing to drive project success.

Project risk, issue and dependency management

• Identify impediments and issues facing delivery and ensure that appropriate mitigation actions are in place and are escalated to the Project Sponsors where required in a timely manner.
• Map and plan for the management of dependencies and liaise with the Project Team in a timely manner to ensure that dependencies are effectively managed.

Technical and Infrastructure Management

• Develop plans, in conjunction with Project Team, for data quality and data clean-up during migration and subsequent phases
• Ensure compliance with GDPR & DPIA’s in relation to data sharing and migration
• Develop data sharing agreements between the two organisations.
• Ensure, in conjunction with the ICT teams, all infrastructures, user connectivity; printing configuration etc. is in place to support the project.
• Ensure, in conjunction with the Project Team, the system configuration and reference values can generate reports that reflect the NHIVRC reporting requirements.
• To liaise with the application vendor, equipment manufacturers and the clinical team in relation to system development and performance for the National Registry.
• Ensure the appropriate post go live support structures and mechanisms are in place to support system users in the future.

Throughout the project the post holder will work closely with the Project Team and with the ICT departments in Beaumont Hospital and CHI New Children’s Hospital. Together they will form a team relationship to manage the project, and will be accountable in this regard to the overall Project Board.

Eligibility Criteria / Qualifications and/ or experience

Excellent project management skills are required to plan and monitor the progress of this project through the design, testing and implementation phases. You must demonstrate

• Significant experience of leading and managing projects in a healthcare related environment or other complex service delivery organisation.
• Significant experience of facilitating change and service improvement through working collaboratively with multiple internal and external stakeholders, as relevant to the role.
• Project management experience specifically in the management and deployment of software applications.

AND

• A relevant 3rd level degree/post-graduate qualification e.g. Management, Programme/Project Management, Health Management, Management, Clinical/Medical, or related fields.

Or

• 7+ years’ experience in a relevant and similar role

AND

Mandatory

• A strong delivery record in business enabled changed projects, of a comparable size and complexity.
• Experience of working collaboratively with senior level internal and external stakeholders within healthcare
• Experience of leading and managing staff
• Proficiency in project management software and tools.

Desirable Experience

• Experience of implementing an Patient Administration System including integration, data migration and associated challenges
• Knowledge and understanding of patient based information systems or electronic health care records utilised within acute hospital setting
• Knowledge and understanding of vendor management
• Qualification/Training in Project management (PRINCE 2 / Project Management Professional Certificate or equivalent.)

Planning and Organisational Skills

• The ability to implement and manage change and business processes
• The ability to manage deadlines and effectively handle multiple tasks within a busy environment
• Evidence of strong project planning and organisational skills including an awareness of resource management.
• The ability to improve efficiency within the working environment and the ability to evolve and adapt to a rapid changing environment.
• The ability to take responsibility and be accountable for the delivery of agreed tasks within agreed timelines.

Team Working and Leadership Skills

• Experience in managing and leading a team
• The ability to work with multi-disciplinary team members and stakeholders to facilitate high performance, developing and achieving clear and realistic objectives
• Be a self-starter with excellent communication skills and can take a group lead
• Be a team player, contributing, supporting and showing initiative
• The ability to lead the team by example, coaching and supporting individuals as required
• The ability to address performance issues as they arise
• Flexibility and willingness to adapt, positively contributing to the implementation of change

Evaluating Information, Problem Solving & Decision Making

• The ability to gather and analyse information from relevant sources and make effective decisions
• The ability to anticipate problems and recognise when to involve other parties
• The ability to make informed and timely decisions and stands by those decisions as required
• A capacity to develop new ideas and put forward solutions to address problems in a timely manner.

Communication and Interpersonal Skills

• Excellent communication and interpersonal skills with an ability to engage effectively with a wide range of stakeholders
• The ability to present information clearly, concisely and confidently when speaking and in writing, tailoring to meet the needs of the audience
• Evidence of developing operational procedures based on best practice and ensure these are reflected in the system
• The ability to build and maintain relationships with colleagues and other stakeholders to assist in performing the role
• Competence in the use of standard MS packages, i.e. Word, Excel, Outlook and Project Office
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The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.