Access Strategy and Reporting Manager

At Virginia Garcia Memorial Health Center, we honor all members of our community and acknowledge the dignity of each person we serve. Our purpose is to provide high quality, comprehensive primary health care to the communities of Washington and Yamhill counties with a special emphasis on migrant and seasonal farm workers and a view to removing barriers to health care. We strive to provide an environment that welcomes and values the people we employ and serve.

If you are unsure whether you meet all the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.

Job Summary: The Access Strategy and Reporting Manager is a strategic operations role responsible for overseeing and optimizing the systems that support operational excellence across service lines at VGMHC. This role maintains ongoing ownership of system-level capacity and access management — including capacity planning, scheduling strategy, and access performance — and ensures alignment between operational workflows, clinical needs, and organizational goals.

This position also coordinates and supports the annual Uniform Data System (UDS) report, the annual Federal Tort Claims Act (FTCA) deeming application, the annual community needs assessment, and other HRSA-aligned reporting — ensuring collaboration across service lines and departments to produce submissions that are inclusive, accurate, and timely. The Manager serves as a connector between site leadership, clinical leadership, service line operations, centralized scheduling, finance, compliance, quality, and data teams, and plays a key role in coordinating a collaborative response to the operational needs of the organization under the respective executive or senior sponsor(s).

This is a supervisory role overseeing the Centralized Scheduling department.

Essential Duties and Responsibilities:
This is a full-time role with a cyclical workload. Time allocations below are estimates; access focus flexes down during UDS (January 15–February 15) and FTCA (mid-June to mid-July) peak windows.

Access and Capacity
Access Management is a primary function and will require 20-30 hours/week except as noted below.
• Identify and monitor system barriers to patient access and work with the clinical services leadership team (CSLT) and clinical and operations leaders to address these barriers through quality improvement activities which support patient access management outcomes.
• Maintain a comprehensive view of system-wide capacity, including provider availability, scheduling templates, and panel management.
• Identify and analyze capacity gaps (e.g., staffing changes, leave, onboarding, template drift).
• Forecast future capacity constraints and coordinate mitigation strategies.
• Support leadership in aligning operational plans with realistic capacity expectations.
• Lead ongoing access strategy planning and prioritization.
• Coordinate implementation of access-related initiatives across departments.
• Maintain a centralized portfolio of access-related work across service lines.
• Directly supervise the Centralized Scheduling department, including hiring, onboarding, performance management, coaching, and professional development.
• Establish team goals, performance standards and metrics, and scheduling coverage that align with system-wide access strategy and operational needs.
• Provide regular one-on-one supervision, conduct annual performance evaluations, and support career-pathing for centralized scheduling staff.
• Approve timecards, PTO requests, and schedule changes in accordance with VGMHC policy and applicable labor standards.
• Partner with Human Resources on employee relations, corrective action, and retention efforts within the Centralized Scheduling team

Uniform Data System (UDS) Reporting
This report is due annually and will require significant focus January 15 to February 15 and an estimated 15-20 hours per month of coordination throughout the rest of the year.

• Coordinate ongoing cross-departmental UDS planning meetings, including clinical, dental, behavioral health, finance, enabling services, and quality teams.
• Develop and maintain an annual UDS reporting calendar with internal milestones, deadlines, and review cycles that align with the HRSA submission deadline.
• Maintain working knowledge of the current UDS Reporting Manual, HRSA program requirements, and annual changes to UDS tables, definitions, and reporting guidance.
• Coordinate pre-submission review processes and support the lead reviewer for each UDS table prior to final submission.
• Maintain organized, retrievable documentation supporting each UDS table for audit and review purposes as well as a centralized UDS reference library of manuals, templates, validation tools, and prior submissions.
• Serve as the health center's liaison during HRSA reviews, audits, or follow-up inquiries related to UDS submission and monitor HRSA communications, technical assistance opportunities, and reporting changes that may affect future cycles.
• Document lessons learned after each submission cycle and update internal procedures accordingly.
Federal Tort Claims Act (FTCA) Deeming
This submission is due annually and will require significant focus mid-June to mid-July and an estimated 20-30 hours per month of coordination throughout the year.
• Coordinate cross-departmental collection of all required FTCA deeming documentation, including credentialing files, quality improvement/risk management program descriptions, governing board approvals, claims history, scope of project, and Form 5A/5B/5C data.
• Develop and maintain an annual FTCA submission calendar with internal milestones, data collection deadlines, and review cycles that align with the HRSA deeming cycle and the health center's Notice of Award.
• Maintain working knowledge of the FTCA Health Center Policy Manual, HRSA Program Assistance Letters (PALs), Policy Information Notices (PINs), and annual changes to deeming requirements.
• Using information provided and validated by clinical teams, Learning and Development, Credentialing, Quality, and Compliance, prepare and submit the complete deeming application through the HRSA Electronic Handbooks (EHBs) by the established deadline under the direction of the assigned executive sponsor. Attestation of clinical and credentialing content rests with executive leadership and the governing board; this role is responsible for assembly, coordination, and submission.
• Ensure proof of deemed status, re-deeming letters, and Notices of Grant Award (NGAs) containing re-deeming language are saved in a centralized, retrievable file.
• Ensure FTCA coverage documentation aligns with the health center's approved scope of project, including service sites, services, providers, and population served as reflected in Forms 5A, 5B, and 5C.
• Coordinate with the Compliance department and program leadership to ensure any scope of project changes are properly documented through the Change in Scope (CIS) process prior to the deeming application.
• Document lessons learned after each deeming cycle and update internal procedures, checklists, and tracking tools.
• Monitor HRSA communications, technical assistance opportunities, and policy updates affecting FTCA coverage.
Community Needs Assessment
The Needs Assessment is needed every 4 years with updates required annually. This is a coordination role only and is estimated to be about 80 hours of work each year.
• Collaborate with Foundation to coordinate updates to the annual community needs assessment, including the HRSA Service Area Update and other population health needs analyses required for Health Center Program compliance.
• Coordinate structured time for Data, Clinical, and Quality teams to analyze health disparities, social determinants of health, and unmet need across the service area.
• Coordinate input from clinical leadership, enabling services, behavioral health, pharmacy, dental, and community partners to ensure the assessment reflects service-line priorities and community realities.
• Maintain documentation and source files supporting the needs assessment in a centralized, retrievable library for HRSA review and continuous planning.

General Responsibilities
• Provide visibility to leadership on system-wide progress for Access, UDS, FTCA, needs assessments and other assigned system-wide initiatives or projects.
• Monitor progress, identify barriers, and escalate risks for all systems in portfolio.
• Track ownership, timelines, dependencies, and risks for each assignment.
• Serve as a connector between site leadership, clinical leadership, service line operations, centralized scheduling, finance, compliance, quality, and data teams.
• Align stakeholders around shared goals and system constraints.
• Establish structured forums for decision-making and progress tracking.
• Present decision-ready insights to leadership to support timely action.
• Other duties as assigned.

HIPAA Requirements:
The Access Strategy and Reporting Manager has access to PHI for auditing, reporting, capacity planning, and access management, applying the minimum necessary standard under HIPAA. Designated record sets to which this employee will have access include all sections of the medical record, patient demographic information in the practice management system, scheduling templates, provider availability and panel data. The position is required to read the content of these records only to the extent needed to accomplish the assigned task.

Knowledge, Skills, and Abilities:
• Commitment and alignment to Virginia Garcia’s mission, vision, and values.
• Working knowledge of Microsoft Suite, including core applications and collaboration, communication, and cloud tools (OneNote, Teams, SharePoint, Loop, and OneDrive).
• Demonstrated written and verbal communication and interpersonal skills.
• Demonstrated ability to self-manage, multi-task, prioritize, and work in the absence of detailed instructions and direct supervision.
• Ability to work in a timely, accurate and detail-oriented manner, utilizing organization tools.
• Experience developing and applying process improvements techniques.
• Experience working in a team-centered approach and maintaining cooperative relationships with multiple stakeholders.
• Ability to operate in dynamic, evolving environments.
• May need to occasionally commute during working hours across VG service area.
• Valid driver’s license, reliable transportation, safe driving record and insurance coverage.

Education and Experience:
• Bachelor’s degree in public health, healthcare administration, project management, communications, or another relevant field is preferred. Relevant experience may substitute for the education requirement.
• One year’s experience in supervision, coaching, or instruction of adults preferred.
• Experience with the healthcare industry, especially experience working with a Federally Qualified Health Center is highly preferred.
• Project management skills with experience coordinating cross-functional teams to meet firm external deadlines preferred.
• Experience or training/certification in developing and applying process improvement techniques valued.
• Experience with OCHIN Epic preferred.

Behavioral Competencies:
Accountability
• Role model VG’s mission, vision, and shared values
Customer-Focus
• Listen to the voice of the customer and strive to delight them by exceeding their expectations
Teamwork
• If someone needs help, help them
Initiative
• Be innovative, apply fresh ideas, and continuously improve how you do your work
Confidentiality
• Maintain strict confidentiality and respect the privacy of others
Ethical
• Demonstrate integrity, honesty, and stewardship in all encounters at work
Respect
• Demonstrate consideration and appreciation for co-workers and patients
Communication
• Demonstrate the ability to convey thoughts and ideas as well as understand perspective of others

Physical Requirements:
• Standing – up to 5%
• Walking – up to 5%
• Sitting – up to 85%
• Bend, Reach, Stoop – 5%
• Use of Computer – up to 90%
• Must be able to lift/carry up to 10 lbs.

Working Environment/Physical Hazards
• Potential exposure to blood borne pathogens and hazardous chemicals.
• Working environment – In a well-lighted and ventilated office/clinical setting.

Immunization:
Staff members must meet immunization requirements as stated in VGMHC’s immunization policy and state and federal guidelines.

Job descriptions represent a general outline of the essential and major job duties, functions and qualifications required. They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC’s Mission.

VGMHC is an Equal Opportunity Employer. No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status, or physical challenges. The policy applies not only to recruitment and hiring practices, but also includes fairness in placement, promotion, transfer, rate of pay, and termination.