Site Manager

Description:

Under the guidance of the Director of Clinical Operations, the Site Manger oversees clinical operations and works with the interdisciplinary team to identify and improve key performance indicators (KPIs) focused on enhancing workflow, patient access, utilization (volume), efficiency, and revenue, all while prioritizing the quality of patient care.

Requirements:

RESPONSIBILITIES:

1. Lead clerical staff to ensure accurate scheduling of patient appointments, verification of patient demographics, and completion of essential tasks, such as retrieving referrals, printing daily appointment lists, verifying insurance, and managing appointment recalls, all with a focus on delivering optimal patient care and experience.

2. Acts as a liaison between the health center and active patients to resolve complaints and ensure follow-up in accordance with established Compliance Department processes.

3. Oversee activities related to personnel management, mandatory training and employee appraisals.

4. Work and collaborate with Finance (Insurance Access, denials) to identify areas of improvement related to increasing revenue and decrease spending.

5. Support successful implementation of Patient-Centered Medical Home (PCMH) and other identified initiatives.

6. Monitor the care environment and collaborate with the Director of Facilities to schedule regular rounds, ensuring both cleanliness and safety for the well-being of patients and staff.

7. Monitor and find areas of improvement related to patient experience and employee engagement.

8. Identify opportunities for improvement across all clinic operations.

9. Implement approved changes to provider schedules and manage panels to meet scheduling demand.

10. Prepare templates and block provider schedules for approved leave and coordinate any required rescheduling accordingly.

11. Update the Daily Management System boards by tracking and revising access and quality metrics.

12. Monitor and ensure compliance of all regulatory standards by partnering with Director of Compliance.

13. Serves as a surrogate clerk either at the front desk, medical records, unit clerk or Site Operator when needed.

14. Provides comprehensive orientation for new clerical staff and ongoing training for current staff on job functions, in addition to managing staff scheduling and approving vacation requests.

15. Reviews the performance and productivity of the clerical team during annual evaluations, supporting ongoing professional development

16. Conducts monthly meetings with clerical staff to review policies and procedures, promote teamwork, and address employee feedback and concerns.

17. Conduct daily reviews of the registration error queue and partner with the Billing Department to ensure accurate corrections and timely resubmission of claims.

18. Supports the medical personnel to implement the redesigned model of health care service delivery.

19. Partner with Site Managers across sites to ensure consistent staffing coverage during planned and unplanned leaves (PTO, FMLA, IFMLA), maintaining seamless operations and supporting key performance metrics that promote timely, patient-centered care.

20. Serve as Manager-on-Duty, providing leadership support via phone or in-person as needed to ensure continuous oversight and operational continuity.

21. Oversees clinic administrative supply levels and manages procurement of additional supplies as needed to support daily operations.

22. Prepare and submit timecards for all direct reports in a timely manner, ensuring compliance with Payroll Department deadlines.

23. Other duties may be assigned as necessary. If these tasks become a consistent and integral part of the role, a new job description will be created.

24. Other duties as assigned.

MINIMUM QUALIFICATIONS:

1. Bachelor's degree minimal but master's level preferred. A minimum of three years relevant work experience.

2. Bilingual (Spanish and English) preferred.

3. Proficient in Microsoft Word and Excel.

4. Excellent communication skills and attention to details.

5. Ability to effectively manage a team of workers and work with a diverse group of people.

6. Strong interpersonal and communication skills.

7. Solid organizational skills and an ability to oversee multiple projects effectively and efficiently.

8. A demonstrated interest in working in a health care setting.

9. Creative problem solving, facilitation, collaboration, and coordination skills.