1. Position Summary:

The Site Manager is responsible for planning, organizing and supervising front office and clinical (non-provider) staff at a RHS site. This includes but is not limited to patient satisfaction, patient/clinical flow, staff (including provider) efficiencies and productivity as well as the budget (expenses & revenues).

It is the expectation that the Site Manger will work diligently to meet goals and achieve success regarding patient satisfaction, quality care, efficient patient/clinic flow and patient volumes.

1. Responsibility:

Management/Leadership duties:

Staff/HR:

1. Create and maintain healthy professional accountable relationships with team members.
2. Responsible for the direct supervision of the front office, provider support and lab staff.
3. Responsible for effectively managing staff to minimize overtime and maximize productivity.
4. Ensures that team huddles provide clear expectations and instructions to efficiently lead the day’s operations.
5. Collaborate with front office lead and physicians to identify operational problems and strive to resolve these in a professional and timely manner.
6. Timely and consistently addresses staff performance.
7. Timely reviews and approves requests for time off, and time sheets.
8. In alignment with the budget and with the collaboration of HR hire staff.
9. In alignment with HR’s timeline, completes staff reviews. (Annual, 30,60, 90) As appropriate seeks input from the physician site lead.

Admin:

1. Leads and/or coordinates staff meetings/trainings in collaboration with physicians and front office lead.
2. Routinely works with patient access representatives to assure provider schedules are full.
3. Routinely works with referral manager(s) to assure referral loops are closed.
4. Routinely meets with the Chief of Nursing and Chief Financial Officer (or financial rep) to review financial performance.
5. Meets monthly with HR manager to discuss personnel.
6. Frequently work with Chief of Nursing to review operational metrics and develop action plans.
7. Will participate in committees/teams as requested.

Risk/Safety:

1. Responsible for monitoring, inspecting and appropriately reporting incidents.
2. Routinely works with Risk/Compliance and coordinates all site-specific programs.
3. Responsible for monthly/quarterly site inspections and conduct all required drills and inspections.
4. Assures new employees are trained in OHSA regulations, infection control policies/procedures and conducts the safety walk through for new employees.
5. Ensures the site is appropriately organized for the administration of healthcare by assuring exam rooms, workstations, all equipment, and other work areas are organized, clean and functional.

Daily/Routine Task:

1. Responsible for the consistent monitoring of providers’ schedules, patient flow and patient satisfaction, as well as taking appropriate responsive action.
2. Responsible for reviewing weekly/monthly operational reports regarding visits/productivity, no show, open charts, open diagnostics, open referrals, clinical inboxes, as well as taking appropriate responsive action.
3. Frequently interacting with patients assuring patient centered care is provided.
4. Enforcing RHS policies/procedures regarding professionalism, punctuality, dress code and culture.
5. Responsible for assuring staff are NOT involved in “social networking” such as texting, cell phones, twitter, Facebook, internet usage, etc. during work hours.
6. In collaboration with the Front Office Lead, directs and leads the daily activities of front office staff.
7. Timely approval of directly supervised staff in the payroll system. Responsible for determining proper daily staffing and schedules staff according to budget and needs.
   1. Responsible for planning and organizing provider support staff coverage during vacancies.
   2. Assures that the Front Office Lead has adequate coverage for front office operations during vacancies.
8. Timely review provider requests for time-off while determining proper staffing needs to accommodate patient care.
   1. Review available PTO/CME time
   2. Make recommendation to CMO for approval or denial of requested time off.
9. Responsible for clerical and clinical ordering of supplies/equipment according to purchasing procedures and monitors the utilization of supplies.
10. Discusses monthly financial reports with CON and CFO (or financial rep) and addresses potential action plans to address budget variances.
11. As needed discusses staffing hires, fires and performance improvement plans with HR.
12. Work closely with Business Manager on site.

Clinical Management:

1. Conduct CPR certification training to staff and new hires.
2. Performs clinic audits and staff competency evaluations.
3. Understanding, promoting and educating provider support staff on all RHS policies and clinical protocols.
4. Responds to all emergency situations and assures all appropriate protocols are followed.
5. Reports concerns regarding provider performance directly to CCO and CMO.
6. Assures that vaccines and VFC are ordered, stored and logged according to standards.
7. Oversees lab so that compliance with CLIA standards and Lab protocols are met.
8. Identifies incidents and patient complaints and reports them accordingly.

Financial Duties:

1. Assures cash receipts are locked in the safe or taken to bank daily.
2. Assures petty cash and cash drawer are locked according to protocols.

Education Requirements

• Graduated of accredited LPN school with current SC license with minimum of 10 years of experience (Minimum of 5 years in a leadership position) – or – graduate of accredited RN school with current SC license with minimum of 8 years of experience (minimum of 3 years leadership experience)

Required knowledge, Skills and Abilities.:

1. Extensive knowledge of medical terminology and medical practice management.
2. Must have chronic care experience.
3. Must have the ability to motivate self and others and maintain the order and quick pace of medical practice.
4. Ability to counsel staff and patients in their spiritual and emotional lives.
5. Skilled in delegation, leadership, prioritization of tasks, and organization.
6. Ability to engage in high level problem solving in a fast-paced environment.

DISCLAIMER

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required of the incumbent. Incumbents may be asked to perform other duties as required and the responsibilities of the position may change.