Site Manager

About Community Action Committee of Pike County…

Since 1966, the Community Action Committee of Pike County has been providing a broad base of much-needed services to residents of Southern Ohio to promote self-sufficiency and address the major causes of poverty.  We are an embodiment of our nation’s spirit of hope – changing people’s lives and improving the communities we serve.

About Valley View Health Centers…

For more than 30 years, Valley View Health Centers has been dedicated to providing quality, comprehensive health care to the people of Southern Ohio.  We are proud to provide access to affordable, high-quality, integrated health care for all with seven service locations in Adams, Jackson, Pike, and Scioto Counties.  We strive to “provide access to affordable, high-quality, integrated health care for all,” including the primary medical services of pediatricians, behavioral health specialists, women’s health specialists, dental services, vision services, family practitioners, and nurse practitioners.

Position Impact and Purpose…

Our Site Managers are a key role in the center’s aim to deliver patient-centered, coordinated team-based health care. Reporting to the Deputy Director of Operations, the Site Manager is responsible for Supervising and coordinating staff at physician offices and clinical sites to provide quality, cost-effective care. The Ideal candidate will be a person to emulate and demonstrate a high degree of adaptability, productivity, and an ability to work independently. The Site Operations Manager is principled and ensures staff complies with all regulatory initiatives, policies, and procedures while working with senior management to support effective operations at all of the Valley View Health Center sites.

 Key Relationships…

·         Program Directors

·         Patient Access Representatives

·         Health Center Admin

·         HR Business Partner

·         Internal Controls 340B

·         VVHC Direct Care Providers

·         Clinical Staff

·         Outreach and Enrollment

·         Billing Staff

Key Characteristics and Competencies…

·         Emotional Intelligence (EQ)

·         Excellent Customer Service

·         Continuous Improvement

·         Excellent Communicator

·         Team Player

·         Empathy

·         Attention to Detail

·         Positive Attitude

·         Basic Computer Skills

·         Organizational Skills

·         Adaptability

·         Organizational Skills

·         Customer Focus

·         Patience

·         Follow Through

Functional Area:  Site Supervision

Estimated Effort: 45%

Responsibilities, Deliverables, Outcomes, and Expectations

·         This position holds responsibility for the efficiency and utilization of provider schedules at the assigned site.  Ensures front office staff is making the most efficient use of schedule templates, actively filling vacant appointment times by managing an appointment waitlist, and contacting patients for follow-ups and well visits, etc.

·         Ensures all patients have access to insurance enrollment and program information necessary to cover provided services as stipulated in our Mission.

·         Ensures all patient information is accurately entered within the practice management system.

·         Confirms third-party coverage through payer verification and authorization.

·         Build and supervise a front office team that strives for excellence in all areas.

 ·         Provides direction to employees for daily activities.

 ·         Evaluates/documents individual employee(s) job performance, whom they supervise.  Must meet with the employee in person and document; assigned working hours, one on one monthly meetings, preliminary 3-month instructional period evaluation, 180-day end of the instructional period evaluation, and annual evaluation.

 ·          Audits registration activity at the assigned site.  Including but not limited to; slide scale application, proof of income verification, payer selection, and billing alerts.

•     Serves as site subject matter expert regarding the Sliding Fee Scale and answers patient and staff questions.

•       Ensures employees are properly trained for the tasks that are assigned.

•       Ensure phones are promptly and professionally answered.

•      Encourages educational and organizational growth opportunities for staff.

•      Oversee accurate daily balancing of cash drawers and deposits and monitor/report department cash flow.        

·          Works with the Patient Access Representatives to keep denials at a maximum of 7%.

·          Works with the Patient Access Representative to ensure Sliding Fee Scales policy and procedures are being followed.

·         Ensure that documents are accurately scanned into an EHR system.

·         Collects data related to relevant customer service metrics. Charts data communicates team performance with staff and plans for improvement as needed.

·         Employs alternate means to verify eligibility when EHR does not respond.

·         Interview, hire, and train a productive medical office team.

Functional Area:  Site Operations

Estimated Effort: 45%

Responsibilities, Deliverables, Outcomes, and Expectations

·         Acts as a liaison between clinical and operational staff to ensure accurate communication.

·         Monitors and maintains supplies, and procurement for assigned site(s).

·         Audits and monitors appropriate scheduling, copayments, and collection of patient account balances.

·         Trains, observes, and coaches Patient Access Representatives to ensure that each patient receives an excellent customer experience.

·         Works with the billing department to assist patients with questions/concerns.

·         Works collaboratively as part of the site operations team and cooperates in the accomplishment of departmental goals and objectives.

·         Provides compassionate and professional handling of patient concerns as they arise

·         Learn policies and procedures and answer patients’ questions accurately.

·         Ensure schedules for multiple providers within the agency are uniformly maintained.

Functional Area:  Agency Service

Estimated Effort: 10%

Responsibilities, Deliverables, Outcomes, and Expectations

·         Other duties as assigned to carry out the mission, vision, and business of the Community Action Committee of Pike County and Valley View Health Centers.

·         Must travel as required to other locations, sites to work, attend meetings and seminars, etc.

·         Serve as a representative of VVHC/CAC on assigned committees as deemed appropriate.

Minimum Requirements…

Education: 

High School Diploma or equivalent

Experience:

Three years of work experience in a healthcare front office is required.

Prior experience with electronic medical records (EMR) applications is required.

People Management Experience:

At least one year of experience providing direct supervision and successful people management, preferably in a healthcare setting.

Preferred Qualifications…

Bachelor’s Degree

Experience with Excel

Experience dealing with multiple providers/physicians

General medical terminology

Working Conditions…

Primary work conditions are indoors in a climate-controlled setting in an office-like environment.   The employee may be exposed to hazardous materials and various weather conditions.  The employee must regularly move up to 10 pounds and occasionally move up to 25 pounds.  Specific vision abilities required by this job include close vision.  While performing the duties of this job, the employee will regularly remain at a desk; use hand to finger, handle or feel objects, tools, or controls; reach with hands and arms, and exchange accurate information.   The employee is occasionally required to move from one place to another.