SITE SUPERVISOR

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Don't just touch people's lives, help them change their lives.

Working with the Ironton-Lawrence County Community Action Organization Team is more than just a job, it is a mission. The ILCAO is a role model community agency for positively impacting people's lives. If helping people in our community overcome major obstacles in their lives like losing their job or changing careers, finding good quality housing and award-winning healthcare, or even helping children get the foundations of an excellent education sounds exciting, then we want to meet you.


Our mission is to measurably improve the well-being of our community by providing opportunities for those in need. The ILCAO has over a dozen departments that provide services ranging from education and health care to large scale economic development projects. Our departments provide services that touch nearly every aspect of life, and our employees are mission-driven agents of change in Lawrence County. We sincerely believe that we can each be the positive change we want to see in our area.

JOB SUMMARY:

The Site Supervisor for the Family Medical Centers serves as the key liaison between the staff and Family Medical Centers Administration, ensuring the seamless and efficient operation of assigned sites. This position is responsible for overseeing the day-to-day operations within the site, maintaining an optimal workflow, and fostering a productive and professional work environment. The Site Supervisor plays a critical role in aligning site operations with the strategic objectives of Family Medical Centers, ensuring the delivery of exceptional patient care and organizational excellence. The Site Supervisor will be expected to set an example of quality customer service and positively promote the brand of the Family Medical Center.

QUALIFICATIONS:

1. Education: High school diploma or GED. Two-year Associate's Degree in health related field or business or graduate of professional school preferred.
2. Experience: Minimum of one year's experience in a health care organization.

REPORTS TO : Healthcare Operations Manager

JOB SUPERVISORY RESPONSIBILITIES : Supervises office staff at assigned site(s)

ESSENTIAL JOB RESPONSIBILITIES:

• Manages daily operations at satellite offices and coordinates the work activities and schedules.
• Ensures provisions of safe, high-quality patient care by the staff.
• Ensures that office space, supplies, equipment, and assistance are provided and maintained appropriately for medical staff and patient care.
• Ensures that all processes are effectively and efficiently in place and that all sites are operative and functioning appropriately.
• Reviews processes and makes recommendations for improvement.
• Creates goals for all site operations and ensures that these goals are in line with organization goals.
• Operates within the context of an established budget. Makes recommendations for annual budget and maximizes opportunities to meet and exceed budget guidelines.
• Responsible for the day-to-day operations of all Sites.
• Assists in recruitment, hiring, orientation, discipline, and performance management of all office staff. Discipline procedures should be done in consultation with the Operations Manager.
• Provides an objective and honest evaluation of staff at 90 days' employment and annually as required by Human Resources.
• Responsible for making direct contact with the Operations Manager when calling in due to illness or emergencies.
• Responsible for monitoring, inspecting and reporting safety hazards, facility needs and recommended improvements.
• Responsible for monitoring patient cycle times on a daily, consistent basis and identifies potential inefficiencies requiring analysis. Discusses inefficiencies with office staff and/or leadership team members to determine and implement resolutions.
• Responsible for interacting with patients assuring patient-centered care is provided.
• Responsible for adhering to and enforcing Agency policies to office staff regarding appropriate dress code, professionalism, courtesy and punctuality.
• Responsible for assuring office staff are not involved in "social networking" such as texting, cell phones, Twitter, Facebook, internet usage, etc. during work hours.
• Expected to maintain a working relationship with supervised staff and can discuss employee behaviors and performance in a professional and supportive manner following Agency discipline procedures as necessary.
• Ensures that all sites are appropriately staffed. Works with other administrative staff to ensure efforts are coordinated and high-quality patient care is provided.
• Collaborates with the Leadership Team to identify operational problems and strives to resolve these in a professional and timely manner.
• Serves as a role model for customer service, and mentors support staff in the process. Ensures that patients are treated courteously by site staff.
• Serves on practice-wide committees as assigned.
• Maintains strictest confidentiality.

PERFORMANCE REQUIREMENTS AND STANDARDS:

Knowledge :

1. Knowledge of HIPAA Regulations and confidentiality and awareness of legal and ethical considerations related to patient information.
2. Knowledge of medical terminology and organizational services, policies and procedures.
3. Knowledge and ability to apply customer service principles and applications to make the patient visit as pleasant and positive as possible.
4. Knowledge of all co-workers' individual responsibilities to accurately direct callers.
5. Knowledge of policies and procedures related to infection control, environmental safety and patient confidentiality.
6. Knowledge of chart reporting/records in the EHR
7. Knowledge of the standards and concepts of the FQHC (Federally Qualified Health Center)

Essential Skills and Competencies:

1. Strong conflict resolution and performance management skills to foster a collaborative and productive work environment.
2. Managing clinic workflows, including scheduling, patient flow, and staff coverage.
3. Ability to meet the standards and concepts of the FQHC (Federally Qualified Health Center)
4. Proven ability to supervise and motivate multidisciplinary teams
5. Ability to delegate tasks effectively while ensuring accountability and operational efficiency.
6. Excellent verbal and written communication skills for interacting with staff, providers, and patients.
7. Strong interpersonal skills to build trust and maintain positive relationships within the site team and with patients.
8. Empathy and active listening skills to address patient concerns and staff needs effectively.
9. Ability to navigate and mediate difficult conversations with professionalism and tact.
10. Proficiency in using electronic health records (EHR) systems and other clinic management software.
11. Ability to quickly assess and resolve unexpected challenges while maintaining a calm and professional demeanor.
12. Focus on creating a welcoming and supportive environment for a diverse patient population.
13. Commitment to delivering high-quality, patient-centered care while promoting an exceptional patient experience.
14. Skill in meeting deadlines while maintaining attention to detail and high-quality standards.
15. Exceptional ability to manage multiple responsibilities and prioritize tasks in a fast-paced environment.
16. Flexibility to adapt to evolving healthcare regulations and organizational priorities.
17. Competence in analyzing operational data to identify trends and implement improvements.
18. Sensitivity and adaptability to work with patients and staff from diverse cultural and socioeconomic backgrounds.

EQUIPMENT OPERATED:

Standard medical site equipment including computer, fax, copier, printer, telephone with strong emphasis on computer hardware and software pertaining to electronic health records.

MENTAL/PHYSICAL DEMANDS:

1. Varied activities including sitting, walking, stooping, lifting, bending and reaching.
2. Must be able to exert up to 50 pounds of force occasionally and to lift 50 pounds.
3. Must be able to withstand and cope with occasional stress from workload.

WORK ENVIRONMENT:

1. Combination of site and exam rooms.
2. Frequent exposure to communicable diseases, bodily fluids, toxic substances and medicinal preparations.
3. May require evening and weekend work.

CATEGORY LEVEL OF OCCUPATIONAL EXPOSURE TO BLOODBORNE PATHOGENS:

Category II: Jobs with tasks that do not routinely involve exposure to blood, body fluids or tissues, but exposure or potential exposure may be required as a condition of employment

EMPLOYEES MAY BE REQUIRED TO FULFILL OTHER POSITION RESPONSIBILITIES ON A TEMPORARY BASIS OR TO EXPAND CURRENT DUTIES BY UPDATING THE POSITION DESCRIPTION.

EXTENUATING CIRCUMSTANCES MAY OCCUR WHICH CAUSE EXEMPTIONS TO THE ESTABLISHED STANDARDS. IF THIS OCCURS A FULL EXPLANATION IS REQUIRED.