CLINICAL RESEARCH BILLING MANAGER
Apply NowCompany: University of Washington
Location: Seattle, WA 98115
Description:
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
UW Medicine works to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty medical care to people of the region, and preparing tomorrow's physicians, scientists and other health professionals. Within the large UW Medicine health system, the School of Medicine (SoM) is a world leader in biomedical research, with the largest biomedical research program at a public university based on National Institutes of Health funding and ranking among the top research universities internationally.
The Clinical Trials Office (CTO) supports the clinical research mission of UW Medicine. The CTO is an operational unit within the SoM's Office of Research and Graduate Education charged with providing multi-service support to clinical researchers bringing important new therapies to our patients in compliance with evolving regulatory requirements.
Position Summary
The Clinical Trials Office (CTO) has an exciting opportunity for a Clinical Research Billing Manager. Reporting to the CTO Assistant Director for Clinical Research Finance, the Manager oversees and manages the Clinical Research Billing team, focusing on enhancing billing processes and ensuring compliance across the complete portfolio of clinical trials.
As subject matter expert, the Manager optimizes clinical research billing services by integrating processes, training staff, and collaborating with multiple stakeholders. They identify opportunities to enhance services and support, ultimately aligning with UW Medicine's strategic goals. Strong leadership skills are essential, as the role involves managing multiple priorities and interactions across various departments and teams.
This position is a part of the CTO Strategic Leadership and CTO Operations Leadership Committees.
The Clinical Trials Office serves as a central clinical research operation with compliance responsibilities and services that span UW Medicine's vast portfolio of clinical trials. The CTO's work directly contributes to the institution's reputation with major biotech and biopharma sponsors, enhances the availability of funded clinical trial opportunities, and increases patient access to novel therapies. The Clinical Research Billing Manager plays a critical role in maintaining a compliant and efficient clinical trial billing program at UW Medicine while ensuring adherence to CMS and FDA regulations.
DUTIES AND RESPONSIBILITIES
Clinical Research Billing Team Management (80%)
Collaborate with senior leadership to define strategic goals for clinical research billing services, optimizing current processes and resolving inefficiencies.
Develop and implement standardized procedures and tools to enhance billing operations, ensuring consistency and compliance across trials.
Directly supervise 10 billing staff, providing mentorship, developing position descriptions, conducting performance evaluations, and overseeing recruitment and onboarding processes. Recommend promotions, reclassifications, and other staffing plans to Leadership.
Provide training and mentorship to team members on billing procedures, regulatory compliance, and best practices.
Develop and implement reward and recognition mechanisms.
Oversee and collaborate with team Lead to manage team's daily workflow and assignments. Assure continuity of services.
Monitor billing performance metrics and KPIs, providing regular reports and insights to leadership.
Identify procedural gaps affecting billing accuracy and operational efficiency, proposing and executing improvement plans.
Key contributor in leadership meetings, applicable working groups, and study team forums.
Ensure the effective utilization of EPIC to streamline billing workflows and uphold compliance with billing practices.
Facilitate collaborations between the billing team and other departments (e.g., contracts, regulatory) to align operational needs and ensure seamless workflows.
Represent the billing team in meetings with CTO and UW Medicine leadership, advocating for necessary resources and policy enhancements.
CTO Projects (20%)
Coordinate and integrate process improvement initiatives within the scope of clinical trials billing in collaboration with other CTO teams.
Draft project documents as needed, assess resource requirements, convene work teams, establish and manage project timelines, report progress, and assess effectiveness.
Participate in CTO strategic planning and policy development for clinical research budgeting and billing to ensure compliance with all regulatory policies and requirements.
Identify and analyze problem areas, designing creative and cost-effective solutions in collaboration with staff.
Engage in the planning and implementation phases of First Patient Review project. Coordinate billing team participation and apply findings to drive further process improvement.
Represent the CTO Billing Team in multi-institutional, University, and site-of-practice workgroups and in collaboration with external research entities.
Effectively communicate project expectations to team members and stakeholders in a timely and clear fashion.
Collaborate in the collection and evaluation of data to assist in the implementation of new processes and tools.
Facilitate and communicate metrics and report on productivity and improvements to ensure alignment with departmental strategic goals.
Contribute to the development of the CTO website content, training materials, and standard operating procedures (SOPs).
Perform other duties as assigned.
MINIMUM REQUIREMENTS
Bachelor's degree in business, healthcare administration, science, or related field.
Minimum five years of experience in clinical research billing or clinical research finance, or equivalent combination of education and experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Demonstrated team leadership skills.
Ability to make positive contributions and work effectively and efficiently in a group environment.
Expert knowledge of Epic EMR and clinical research billing workflows within the system.
Working knowledge of the Medicare Clinical Trials Policy and other federal, state, and institutional clinical research regulations.
Exceptional customer service skills.
Strong written and oral presentation skills.
A demonstrated ability to work closely, collaboratively, and credibly with others.
Ability to teach and mentor others in group settings, in one-on-one sessions and remotely.
A demonstrated capacity to work with and within a diverse community.
Excellent Microsoft Office suite skills.
DESIRED QUALIFICATIONS
Master's Degree in business or healthcare administration or related field.
Experience working in OnCore or other CTMS system.
Epic billing certified.
Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you log into your "My Jobs" page. If you choose to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
UW Medicine works to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty medical care to people of the region, and preparing tomorrow's physicians, scientists and other health professionals. Within the large UW Medicine health system, the School of Medicine (SoM) is a world leader in biomedical research, with the largest biomedical research program at a public university based on National Institutes of Health funding and ranking among the top research universities internationally.
The Clinical Trials Office (CTO) supports the clinical research mission of UW Medicine. The CTO is an operational unit within the SoM's Office of Research and Graduate Education charged with providing multi-service support to clinical researchers bringing important new therapies to our patients in compliance with evolving regulatory requirements.
Position Summary
The Clinical Trials Office (CTO) has an exciting opportunity for a Clinical Research Billing Manager. Reporting to the CTO Assistant Director for Clinical Research Finance, the Manager oversees and manages the Clinical Research Billing team, focusing on enhancing billing processes and ensuring compliance across the complete portfolio of clinical trials.
As subject matter expert, the Manager optimizes clinical research billing services by integrating processes, training staff, and collaborating with multiple stakeholders. They identify opportunities to enhance services and support, ultimately aligning with UW Medicine's strategic goals. Strong leadership skills are essential, as the role involves managing multiple priorities and interactions across various departments and teams.
This position is a part of the CTO Strategic Leadership and CTO Operations Leadership Committees.
The Clinical Trials Office serves as a central clinical research operation with compliance responsibilities and services that span UW Medicine's vast portfolio of clinical trials. The CTO's work directly contributes to the institution's reputation with major biotech and biopharma sponsors, enhances the availability of funded clinical trial opportunities, and increases patient access to novel therapies. The Clinical Research Billing Manager plays a critical role in maintaining a compliant and efficient clinical trial billing program at UW Medicine while ensuring adherence to CMS and FDA regulations.
DUTIES AND RESPONSIBILITIES
Clinical Research Billing Team Management (80%)
Collaborate with senior leadership to define strategic goals for clinical research billing services, optimizing current processes and resolving inefficiencies.
Develop and implement standardized procedures and tools to enhance billing operations, ensuring consistency and compliance across trials.
Directly supervise 10 billing staff, providing mentorship, developing position descriptions, conducting performance evaluations, and overseeing recruitment and onboarding processes. Recommend promotions, reclassifications, and other staffing plans to Leadership.
Provide training and mentorship to team members on billing procedures, regulatory compliance, and best practices.
Develop and implement reward and recognition mechanisms.
Oversee and collaborate with team Lead to manage team's daily workflow and assignments. Assure continuity of services.
Monitor billing performance metrics and KPIs, providing regular reports and insights to leadership.
Identify procedural gaps affecting billing accuracy and operational efficiency, proposing and executing improvement plans.
Key contributor in leadership meetings, applicable working groups, and study team forums.
Ensure the effective utilization of EPIC to streamline billing workflows and uphold compliance with billing practices.
Facilitate collaborations between the billing team and other departments (e.g., contracts, regulatory) to align operational needs and ensure seamless workflows.
Represent the billing team in meetings with CTO and UW Medicine leadership, advocating for necessary resources and policy enhancements.
CTO Projects (20%)
Coordinate and integrate process improvement initiatives within the scope of clinical trials billing in collaboration with other CTO teams.
Draft project documents as needed, assess resource requirements, convene work teams, establish and manage project timelines, report progress, and assess effectiveness.
Participate in CTO strategic planning and policy development for clinical research budgeting and billing to ensure compliance with all regulatory policies and requirements.
Identify and analyze problem areas, designing creative and cost-effective solutions in collaboration with staff.
Engage in the planning and implementation phases of First Patient Review project. Coordinate billing team participation and apply findings to drive further process improvement.
Represent the CTO Billing Team in multi-institutional, University, and site-of-practice workgroups and in collaboration with external research entities.
Effectively communicate project expectations to team members and stakeholders in a timely and clear fashion.
Collaborate in the collection and evaluation of data to assist in the implementation of new processes and tools.
Facilitate and communicate metrics and report on productivity and improvements to ensure alignment with departmental strategic goals.
Contribute to the development of the CTO website content, training materials, and standard operating procedures (SOPs).
Perform other duties as assigned.
MINIMUM REQUIREMENTS
Bachelor's degree in business, healthcare administration, science, or related field.
Minimum five years of experience in clinical research billing or clinical research finance, or equivalent combination of education and experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS
Demonstrated team leadership skills.
Ability to make positive contributions and work effectively and efficiently in a group environment.
Expert knowledge of Epic EMR and clinical research billing workflows within the system.
Working knowledge of the Medicare Clinical Trials Policy and other federal, state, and institutional clinical research regulations.
Exceptional customer service skills.
Strong written and oral presentation skills.
A demonstrated ability to work closely, collaboratively, and credibly with others.
Ability to teach and mentor others in group settings, in one-on-one sessions and remotely.
A demonstrated capacity to work with and within a diverse community.
Excellent Microsoft Office suite skills.
DESIRED QUALIFICATIONS
Master's Degree in business or healthcare administration or related field.
Experience working in OnCore or other CTMS system.
Epic billing certified.
Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you log into your "My Jobs" page. If you choose to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.