Assistant Site Manager

Summary:

The Assistant Site Manager will work with the Site Manager to manage, supervise, and coordinate staff and activities at the clinic site. Assists the Site Manager in managing and administrating all activities required to support projects assigned to the site. Reports to the Site Manager on executing all assigned duties and working closely with the Director of Operations in the absence of the Site Manager. The assistant site manager also monitors all performance Improvement programs, policies, and procedures and maintains adequate qualified and competent personnel, supplies, and equipment to ensure a high degree of quality patient care/services.

Reports to: Site Manager

Manages: MA, Patient Care Representative, Vaccine Coordinator, LPN, RN, Call Center Lead

Dress Requirement: Business Casual

Work Schedule:

Monday through Friday

Times are subject to change due to business necessity

Non-Exempt

Job Duties and Responsibilities

Oversee the daily operations of the health centers and coordinate the work activities and management of the assistant site manager, front desk, medical assistant, LPN, and RN.

• Oversees numerous office functions
• Responsible for ensuring compliance with established practice standards
• Implement clinic policies and procedures
• Supervises assigned staff at the assigned department
• Ensures office space, supplies, assistance are provided and maintained for the medical staff and patient care.
• Maintains records and completes required reports.
• Resolves work problems to ensure quality patient service. Problem-solving to address issues raised by physicians and management.
• Works with physicians and management to ensure effective clinic operations and relations.
• Attends required meetings, participates in committees, and participates in professional development activities as required and necessary.
• Maintains strictest confidentiality.
• Fills in as necessary in any clerical or clinical function and performs related work to maintain effective satellite operation.
• Plan, organize, direct, control, and/or coordinate the facility's personnel, training, or labor relations activities.
• Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
• Ensure patient satisfaction through compliance, progression, and follow-up on patient feedback.
• Lead by example, ensuring patients and visitors are welcomed and cared for in a respectful manner.
• Address patient questions and concerns while managing patient flow and communicating any delays.
• Continuously improve patient satisfaction with measurable goals and regular reports to administration.
• Optimize the use of facilities by managing staff ratios, patient density, and clinical space.

Develop and oversee daily, weekly, or monthly assignment lists to ensure appropriate staffing and provider coverage.

• Collaborate with medical and administrative staff to create and implement policies and procedures related to patient scheduling, exam room usage, and other office operations.
• Must be able to perform duties of staff supervising when or as necessary
• Ensure that subordinate staff works efficiently, professionally, and cooperatively
• Attend outside training, seminars, conferences, etc. as required
• Handles facility maintenance and all supplies
• This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Job Qualifications (Experience, Knowledge, Skills and Abilities)

• Bachelor's degree in health administration, public health in healthcare management, business administration, public administration, nursing, or equivalent required. Associates Degree at minimum.
• At least two years of progressively responsible management-level experience in Health Care Management
• Require prior experience in managing an office in healthcare
• Require prior experience in successfully managing direct reports
• Require prior experience in coding and billing in the medical industry
• Require intermediate knowledge of computer software: Microsoft Word, Excel
• Require knowledge of patient scheduling software (preferably EPIC)
• Ability to travel between both sites as well as attend other off-site activities/events as required
• Ability to manage employee relations pertaining to direct reports to provide a smooth and pleasant work harmony, team building
• Excellent understanding of customer service as related to medical service delivery
• Able to build an effective team environment

Facility Environment:

Heart of Ohio Family Health operates in multiple locations, in Columbus, OH area. All facilities have a medical office environment with front-desk reception area, separate patient examination rooms, nursing stations, pharmacy stock room, business offices, hallways and private toilet facilities. All facilities are ADA compliant.

This position's primary work area is in an office setting shared by other co-workers with similar tasks and functions.

The work area is:

• kept at a normal working temperature and sanitized daily
• maintains standard office environment furniture with adjustable chairs
• maintains standard office equipment; i.e., computer, copier, fax machine, etc. at a normal working height