Clinic Site Coordinator

PRIMARY FUNCTION

The Site Coordinator serves as an intermediary between clinic sites and organizational administration to support mission and goal achievement, organizational quality and patient-centered care activities and to enhance the overall experience for patients and staff. Site Coordinators will ensure that health center clients are afforded a superior patient experience in all interactions and will motivate care teams to promote a culture of service excellence. The Site Coordinator will be responsible for the physical appearance and functionality of their assigned clinic locations to ensure a welcoming, professional and functional space for patients, staff and visitors at all times.

• Work collectively with the Service Line Managers, Clinical Directors, Operations Directors, and Senior Leadership teams to oversee daily clinic operations in assigned clinic locations.
  • Facilitate communication across departments to ensure optimal patient care and efficient workflow.

  • Complete daily clinic vital sign statistics and distribute to clinic and management staff.

  • Monitor departmental operations to ensure adherence to clinic policy and procedure and inform appropriate supervisors when staff deviate from standard protocols.

• Serve as the onsite support for IT, senior leadership, and department managers to troubleshoot concerns and to facilitate and hasten solutions for clinic issues.
  • Monitor operational clinic data and reports variance from expected norms to departmental managers. Collaborate with departmental manager to implement change efforts for improvements.

  • Act as onsite administrative support to identify issues requiring attention including but not limited to dress code infractions, frequency of tardies and absences, adherence to mandatory rest periods.

  • Provide in the moment coaching when applicable or advised by the supervisor and escalates ongoing concerns to the supervising manager for disciplinary action.

• Monitors daily staffing across departments and coordinates coverage needs with supervising manager and/or other site coordinators to ensure ample patient access.
  • Manages provider schedule books and is responsible for blocking unexpected changes to the templates.

  • Coordinates with managers and team leaders to adjust daily staffing levels and coordinate cross clinic coverage. Ensures covering staff are welcomed at the clinic and have all necessary items to work effectively.

  • Completes documentation of provider payroll for designated providers each pay period.

• Collaborates with supervising managers to ensure staff are prepared and capable of delivering exceptional care to patients.
  • Ensures all mandatory trainings are completed timely; follows up with individual employees to assist in training completion.

  • Identifies opportunities for training, education, protocol clarification, etc. and provides detail to the supervising manager as needed.

  • Ensures appropriate emergency codes are followed and provides detailed reports to CEO or next highest-ranking member of administration available as outlined in the Emergency Operations Plan.

  • Monitors team member interactions with patients and visitors to ensure a high level of customer service and intervenes when necessary to repair service failures.

  • Serves as the clinic Patient Advocate to handle upset patients in the moment, documents and provides follow up to concerns, investigates complaints and provides feedback to managers/directors and the patient.

  • Works to boost staff morale and coordinates the navigation of interpersonal issues and assists supervising managers in the mediation and resolution of issues.

• Utilizes lean principles to oversee clinic ordering and ensures appropriate stock levels are maintained.
  • Confirms departmental orders are for approved items, align with stock supply quantities and are completed timely.

  • Completes routine audits of stock areas to ensure stocked areas are well maintained and that lean supply ordering practices are followed.

• Serves as the in-clinic contact for external vendors, visitors, and community partners.
  • Oversees clinic deliveries, interoffice packages, and daily mail and ensures items reach appropriate destinations.

  • Acts as the point person for external vendors and pharmaceutical representatives and coordinates activities provided by external vendors.

  • Serves as a Community Liaison for designated communities and serves as a White House Clinics representative in local chamber of commerce, designated community groups, community activities/events, etc. to build presence in those communities.

• Oversees overall facility to ensure function and appearance remain at organizational standard.
  • Ensures facility issues are reported timely and receive a timely and appropriate level of attention. Maintains a running list of clinic maintenance concerns, and coordinates the work onsite with Facilities team.

  • Monitors all clinic spaces to ensure patient facing areas are well maintained, clutter free, and that staff personal items are kept to a minimum. Maintains clinic signage, removes old signs, rotates in new signage, identifies areas where signage needs to be updated or changed.

• Assists with other duties or in other departments as instructed by the supervisor.

Minimum Education: Completion of high school diploma or GED. Bachelor’s Degree in human resources, health administration or related field preferred.

Minimum Work Experience: 3 to 5 years of experience at a healthcare facility, preferably community health center or primary care clinic.

Successful applicants will be mature and well organized with a pleasant personality and speaking voice. Candidates should demonstrate a passion for clinical excellence and knowledge of clinical office procedures and patient flow in a primary care setting. The ability to work under pressure and react effectively to emergency situations is essential to a candidate’s success in this role. Above average computer skills, including experience troubleshooting technological issues is preferred. Position requires excellent verbal and written communication skills to a variety of audiences as well as an ability to exercise empathy when working with patients and their families. Successful candidates should have meticulous attention to detail with the ability to multi-task and problem solve effectively. Preference will be given to candidates with previous medical office experience and who can demonstrate an understanding of standard clinical procedures, laws and regulations.

Reports to the Director of Patient Experience. Responsible for consulting with departmental supervising managers and keeping informed of office activities, needs, and problems related to patient care.

Requires sitting, bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate keyboard, photocopier, telephone, calculator, and other office equipment as necessary. Requires normal range of hearing and eyesight to record, prepare, and communicate appropriate reports. Requires lifting papers or boxes up to 50 pounds occasionally.

Work is performed in an office environment. Involves frequent contact with staff and the public. Contact may involve dealing with angry or upset people. Occasional evening or weekend work. Work may be stressful at times. As a clinical employee exposure to any contagion is possible, knowledge and use of PPE is required as standard precaution.

Starting at $40,000 annually.

40 hours per week (exempt from wage and hour laws; irregular schedule)