Site Manager

NATURE OF POSITION

The Site Manager is responsible for supervision and day-to-day operations of the clinic and ensures the clinic follows all regulatory, licensing, and Fairfax Medical Facilities, Inc.’s requirements, policies and procedures.  The Site Manager is responsible for reporting all issues and concerns arising from the clinic level to Administration and is a vital leader in establishing a cohesive team.

QUALIFICATIONS

• A minimum of 5 years’ experience in healthcare administration and in a preferred leadership role.
• Willing to become a Registered Medical Assistant.
• Organizing skills to establish priorities for own work within stated guidelines; respond flexibly to changes in priorities; maintain work effectiveness in a setting with a high volume of patient activity and frequent interruptions.
• Interpersonal skills to establish and maintain effective working relationships with all co-workers; ability to interact with patients and other members of the public with patience, courtesy and professionalism, both in person and on the telephone; and to effectively respond to individuals who may be angry or upset.
• Computer efficiency to maintain electronic logs and files of information in alphabetical, chronological and/or numerical order, such that it is current and easily retrievable.
• Working knowledge of medical terminology and procedure codes sufficient to communicate authoritatively with patients, health care providers and insurance company representatives regarding appointments, services, and procedures.
• Computer skills that provide the ability to efficiently use the computer systems for scheduling, updating information, word processing documents and spreadsheet maintenance.
• Complete working knowledge of practices and protocols related to appointments, medical records, billing, and other business and office procedures.
• Must have reliable transportation.

SALARY GRADE AND CALSSIFCATION:  Non-Exempt

RESPONSIBLE TO:  DON

PRIMARY RESPONSIBILITIES

• Supervise receptionists, housekeeping, clinical staff excluding Providers and coordinate with FMFI’s DON.
• Schedule staff accordingly to meet clinic needs.
• Assist with all front office duties when needed (scheduling, answer phones, fax inbox, scanning, chart reviews, etc.), and perform daily and/or random daily chart/draw audits.
• Assist with new hire training and facilitate ongoing staff education/training, i.e. Relias, measures, reporting issues, amended policies, meetings, etc.
• Maintain and process medical records in accordance with medical records protocol, i.e. behavioral health, dental, pharmacy, and medical.
• Assist/assess, monitor and evaluate staff performance, including annual performance reviews with DON.
• Make daily bank deposits.
• Run, review, distribute and upload reports to DON i.e. HEDIS, unlocked carts, referral status reports, immunizations, A1c, diagnostic/lab, etc.
• Daily facility maintenance i.e. inspect entire facility multiple times daily as to housekeeping, building emergencies, security and facilitate with administration maintenance visits accordingly.
• Order, maintain and process office supplies in concert with policies and procedures.
• Ensure patient satisfaction, assist and educate patients with overall healthcare needs, including but not limited to VA prior authorizations and Outreach enrollments (healthcare exchange, SoonerSelect), patient payment agreements and formal complaint process.
• Become a Certified Application Counselor.
• Educate, assist, implement and monitor staff as to office policies and procedures.
• Assist, communicate and supply administration as to staff certification/licensure, corrective counseling measures, billing inaccuracies/changes, manage employee timecards (errors, corrections, time off requests, approvals).
• Conduct quarterly OSHA audits, monthly fire extinguisher inspections.
• Attend monthly administration meetings, i.e. CQI, Risk, HR, etc., and collaborate, if needed.
• Complete and send weekly reports to DON.
• Communicate and work with Departmental Directors/Supervisors, ensuring needs of patients are within FMFI’s standards.
• Hold and open door policy for all FMFI staff for questions/concerns daily to establish and maintain effective working relationships with all employees.
• In collaboration with the CEO for determination if the office must be closed due to inclement weather or natural disaster.
• Perform other related duties as assigned.