JOB TITLE: Onboarding Lead
CAYUSE COMPANY: Cayuse Civil Services 
LOCATION: Remote- Washington State
SALARY: $90,000-$120,000
EMPLOYEE TYPE: Full-Time Salary Exempt 
TRAVEL: Yes, as needed
RELOCATION: No

The Work

The Onboarding Lead will oversee all provider onboarding activities of Epic Community Connect for the HCMACS (Health Care Management and Coordination System) Enterprise electronic health record (EHR) implementation, ensuring a seamless and efficient process for participating providers.

This position performs all duties and responsibilities in accordance with the Mission, Vision, and Core Values of Cayuse.

Key Responsibilities

• Coordinate all onboarding activities, ensuring timely and successful integration into the HCMACS Enterprise EHR system.
• Serve as the primary facilitator between participating providers and the HCMACS program team, managing onboarding deliverables to meet program deadlines.
• Develop and implement a structured onboarding process that addresses provider-specific needs while maintaining alignment with program-wide objectives.
• Oversee provider onboarding enrollment and readiness assessments to confirm compliance with established guidelines prior to initiating system configuration.
• Collaborate with technical teams and clinical leads to address provider-specific configuration needs within the Epic platform.
• Supervise onboarding activities such as credential creation, system permissions, and data migration to ensure alignment with the provider's operational workflows.
• Lead efforts to configure and tailor EHR templates, forms, and workflows to meet specific clinical documentation and patient care requirements.
• Execution of training modules tailored to the roles and responsibilities of the provider staff.
• Support change management efforts during the adoption of HCMACS solutions, ensuring provider end-users are adequately trained and prepared for go-live.
• Provide post-training support as needed to reinforce knowledge and address any challenges encountered during the system transition.
• Conduct site readiness assessments to evaluate providers’ infrastructure and operational preparedness for onboarding.
• Validate completion of required activities, including staff training and technical setups, to certify provider readiness for the system’s go live.
• Track provider progress through onboarding milestones, ensuring documented compliance with program requirements.
• Engage with HCMACS leadership, including the Provider Identification Lead, Clinical Lead, and Technical Lead, to optimize onboarding processes and resolve potential bottlenecks.
• Communicate regularly with provider organizations to build trust, address questions, and mitigate issues that may arise during onboarding.
• Participate in governance boards and workgroups to represent the needs of onboarding providers and present solutions or corrective actions.
• Develop and maintain comprehensive documentation for all onboarding activities, including milestones, timelines, and challenges.
• Provide HCMACS leadership with regular updates and reports on onboarding progress, obstacles, and resource requirements.
• Design materials such as onboarding guidelines, toolkits, and instructional handbooks to assist providers in their transitions.
• Other duties as assigned.

Qualifications – Here’s What You Need

• Bachelor’s degree in healthcare administration, information systems, business administration, or a related field is required.
• A master’s degree in healthcare management, project management, or relevant discipline is preferred.
• Epic certification in relevant modules (such as EpicCare Ambulatory, EpicCare Inpatient, or Health Information Management) is required.
• Current Project Management Professional (PMP) certification is highly preferred.
• 3-5 years of demonstrated experience onboarding clients on Epic Community Connect, including facilities and software, preferably with clinics
• 10 years of experience in the healthcare industry
• Solid understanding of EHR system functionality, including provider configuration, workflow optimization, and interoperability needs.
• Familiarity with integration and onboarding tools such as data migration platforms, testing automation tools, and learning management systems.
• Proven ability to lead and manage multidisciplinary teams, including technical staff, clinical leads, and external provider liaisons, in high-intensity healthcare settings.
• Strong interpersonal and negotiation skills, enabling collaboration with diverse stakeholders, including healthcare executives, clinical staff, and IT professionals.
• Expertise in managing multiple parallel onboarding efforts while addressing risks and obstacles.
• Demonstrated ability to develop realistic schedules and prioritize resources to meet tight deadlines.
• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills Required:

• Demonstrated ability to anticipate onboarding challenges and proactively design solutions that improve processes and outcomes.
• Expertise in overcoming provider resistance to technology adoption, including the development and delivery of engaging training solutions.
• Strong understanding of how organizational change impacts clinical and operational workflows.
• Attention to detail to ensure thorough documentation of all provider onboarding processes, milestones, and readiness certification activities. Excellent organizational, analytical, and problem-solving skills with high-level attention to detail.
• Proven ability to multitask and prioritize in a fast past environment with changing priorities; adaptable to change and a quick learner.
• Must be self-motivated and able to work well independently as well as on a multi-functional team.
• Proficient in MS Office, Word, Outlook, PowerPoint, and Excel.

Our Commitment to you / overview of benefits

• Medical, Dental and Vision Insurance; Wellness Program
• Flexible Spending Accounts (Healthcare, Dependent Care, Commuter)
• Short-Term and Long-Term Disability options
• Basic Life and AD&D Insurance (Company Provided)
• Voluntary Life and AD&D options
• 401(k) Retirement Savings Plan with matching after one year
• Paid Time Off

Reports to: Company Managing Director/Director of Business Development

Working Conditions

• Professional remote environment.
• Periodic on-site engagement based on operational needs.
• Must be physically and mentally able to perform duties extended periods of time.
• Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be able to establish a productive and professional workspace.
• Must be able to sit for long periods of time looking at computer screen.

• May be asked to work a flexible schedule which may include holidays.
• May be asked to travel for business or professional development purposes.
• Ability to travel as needed to provider sites across Washington State.
• May be asked to work hours outside of normal business hours.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

Cayuse is an Equal Opportunity Employer.  All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.