HR Generalist, Provider Relations

Description

Petaluma Health Center's mission is to provide high quality health care with access for all in Southern Sonoma County & West Marin. We pride ourselves on our Patient-Centered care while maintaining an engaging environment for our staff. The Center accomplishes this mission through collaborative, innovative programs, services and referral resources that meet the economic needs of the entire community.

FULL TIME EMPLOYEE BENEFITS:

• 21 Days of Paid Time Off
• 10 Observed Holidays
• Medical Insurance (Entire deductible paid by us!)
• 30 Chiropractor and Acupuncture visits per year included with enrollment in our health insurance plans (Kaiser and WHA)
• Dental Insurance
• Vision Insurance
• Gym Membership Discounts at Active Wellness Center and 24-Hour Fitness!
• 401K Matching after 1 year of employment
• Flexible Spending Account, Dependent Care FSA
• Life Insurance (included at no cost to the employee)
• Long Term Disability (included at no cost to the employee)
• Employee Assistance Program (included at no cost to the employee)

Summary: The HR Generalist, Provider Relations supports the Human Resources function with a primary focus on provider employee relations, provider engagement, and ensuring consistent, compliant employment practices for the organization's provider workforce. This role serves as a key Human Resources liaison for physicians, advanced practice providers, behavioral health providers, dental providers, specialists, and other licensed healthcare professionals who provide billable patient care services on behalf of the organization.

Under the direction of HR leadership, this role is responsible for managing provider concerns, supporting provider-related employee relations matters, advising leaders on provider conduct and workplace issues, and helping maintain a positive, respectful, and mission-driven provider experience. The HR Generalist, Provider Relations partners closely with clinical, operational, and administrative leadership to identify concerns, resolve issues, support retention, strengthen communication, and promote a compliant and collaborative workplace environment.

This position exercises independent judgment and discretion in handling sensitive provider relations matters and serves as a trusted resource to providers and leaders on HR policies, procedures, workplace expectations, and best practices. The HR Generalist, Provider Relations plays a critical role in building trust, maintaining open communication, and supporting a provider workforce that is essential to patient access, quality of care, and organizational success.

Areas of Responsibility:

Provider Relations & Engagement

• Serve as a primary Human Resources liaison for the organization's provider workforce, including physicians, nurse practitioners, physician assistants, behavioral health providers, dentists, specialists, and other licensed healthcare professionals.
• Build and maintain positive, professional, and trust-based relationships with providers across departments, sites, and service lines.
• Serve as a point of contact for provider concerns, questions, workplace issues, and HR-related matters, ensuring timely follow-up, clear communication, and appropriate resolution.
• Maintain regular communication with providers and leadership to identify concerns, address barriers, and support a positive provider experience.
• Partner with clinical and operational leaders to understand provider needs, workplace dynamics, morale concerns, and retention risks.
• Track, document, and identify trends in provider concerns, workplace issues, and engagement challenges, and recommend proactive solutions to HR leadership.
• Support provider engagement initiatives that promote communication, retention, satisfaction, and alignment with the organization's mission and values.
• Help providers navigate organizational workflows and processes, HR policies, benefits-related questions, workplace expectations, and appropriate escalation channels.

Provider Employee Relations & Issue Resolution

• Manage provider relations matters, including provider concerns, workplace conflicts, communication issues, policy violations, and complaints, from intake through resolution.
• Conduct prompt, thorough, and impartial reviews or investigations into provider-related workplace concerns, including allegations of misconduct, harassment, discrimination, retaliation, unprofessional conduct, and policy violations.
• Prepare comprehensive provider relations documentation, including reports, summaries, timelines, findings, recommendations, and case narratives that accurately document facts, witness statements, evidence, credibility considerations, and organizational risk.
• Serve as a neutral and professional resource in addressing conflicts involving providers, managers, clinical leaders, administrative teams, and other employees.
• Partner with HR leadership, compliance, legal counsel, clinical leadership, and operational leadership, as appropriate, on complex or high-risk provider relations matters.
• Ensure consistent application of employment policies, workplace expectations, and corrective action practices involving providers.
• Maintain confidentiality and handle sensitive provider-related information with discretion, professionalism, and sound judgment.

Provider Performance, Conduct & Leadership Support

• Advise clinical and operational leaders on provider performance concerns, conduct issues, corrective action, documentation, and employment-related decision-making.
• Review and assist with the preparation of provider-related documentation, including counseling memoranda, corrective actions, performance improvement plans, investigative statements, and separation-related documentation.
• Coach leaders on effective communication, documentation, conflict resolution, and provider engagement practices.
• Support leaders in addressing provider behavior, professionalism, attendance, communication, teamwork, and workplace conduct concerns.
• Coordinate provider separation processes, including resignations, involuntary terminations, exit interviews, separation documentation, and related compliance requirements.
• Identify provider relations trends, patterns, and organizational risks, and recommend proactive interventions, training opportunities, and process improvements.
• Support leadership in creating consistent expectations for provider conduct, collaboration, and communication across sites and departments.

Provider Communication, Education & Support

• Develop and support provider-facing HR communications related to policies, procedures, benefits, employee programs, workplace expectations, and organizational updates.
• Coordinate and support provider education efforts related to HR policies, workplace conduct, documentation expectations, employee resources, and organizational processes.
• Partner with clinical leadership and administrative departments to ensure providers receive clear, accurate, and timely information regarding HR-related matters.
• Support the development and maintenance of provider relations resources, communication tools, and process guides.
• Help identify communication gaps between providers and organizational leadership and recommend improvements to strengthen transparency, consistency, and trust.
• Support new provider integration by helping ensure providers understand key HR processes, workplace expectations, employee resources, and appropriate points of contact.

Policy Administration & Compliance

• Interpret and apply HR policies, procedures, and employment laws to provider-related employment matters to ensure compliant and consistent decision-making.
• Support the development, implementation, and communication of policies and procedures impacting the provider workforce.
• Ensure compliance with federal, state, and local employment laws, including California-specific requirements as applicable.
• Partner with HR leadership, compliance, credentialing, clinical leadership, and other internal stakeholders when provider relations matters intersect with credentialing, licensing, privileging, patient care, compliance, or regulatory concerns.
• Assist with internal audits, regulatory reviews, and documentation related to HR compliance, provider relations matters, and workplace investigations.
• Maintain accurate and organized documentation related to provider concerns, investigations, communications, corrective actions, and other employment-related matters

Human Resources Operations & Administration

• Partner with managers and employees to provide guidance, consultation, and problem-solving support across a broad range of Human Resources functions, with a primary focus on employee relations, workplace investigations, performance management, and policy interpretation
• Maintain advanced knowledge of the organization's Human Resources Information System (HRIS) and serve as a subject matter expert for employee records, workflows, reporting, system functionality, troubleshooting, and process optimization
• Generate, analyze, and distribute HR reports and workforce data to support compliance, operational decision-making, workforce planning, and organizational initiatives
• Support benefits administration activities, including employee inquiries, enrollment changes, qualifying life events, open enrollment activities, and coordination with vendors and internal stakeholders
• Maintain accurate and timely employee records, personnel files, HR documentation, and system data in accordance with organizational policies and regulatory requirements.
• Develop, maintain, and audit Human Resources records, documentation, forms, and processes to ensure accuracy, consistency, compliance, and operational effectiveness
• Support onboarding activities to ensure a consistent, compliant, and positive employee experience
• Coordinate and support employee training initiatives, compliance training requirements, and professional development programs, including tracking and reporting completion status
• Participate in HR projects and organizational initiatives, including process improvements, policy implementation, system enhancements, audits, and compliance-related activities.
• Provide operational support and backup coverage for other Human Resources functions as needed to ensure continuity of department operations
• Assist with the development, implementation, and continuous improvement of HR processes, procedures, and employee programs that support organizational effectiveness and employee engagement
• Perform other Human Resources-related duties and special projects as assigned

Desired Skills:

• Strong provider relations and employee relations expertise, with the ability to navigate complex and sensitive workplace issues involving providers, managers, clinical leaders, and employees with sound judgment, professionalism, and discretion.
• Demonstrated ability to build trust and maintain effective working relationships with physicians, advanced practice providers, behavioral health providers, dental providers, specialists, and other licensed healthcare professionals.
• Demonstrated ability to conduct thorough, impartial workplace investigations, including fact gathering, witness interviews, evidence review, credibility assessments, and investigative documentation.
• Exceptional written communication and documentation skills, with the ability to prepare clear, detailed, organized, and legally defensible investigation reports, provider relations summaries, case narratives, corrective action documents, and other employment-related records that accurately capture facts, timelines, findings, and organizational risk.
• Ability to synthesize complex information from multiple sources and present findings in a manner that accurately captures facts, context, timelines, and relevant considerations.
• Excellent interpersonal and communication skills, with the ability to influence, coach, and advise providers, managers, and leaders at all levels of the organization.
• Strong conflict resolution, de-escalation, and problem-solving skills, with a practical, objective, and risk-aware approach.
• High level of integrity, confidentiality, professionalism, and emotional intelligence when handling sensitive provider and employee matters.
• Ability to interpret and consistently apply employment laws, organizational policies, procedures, and HR best practices.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities, provider concerns, investigations, and deadlines in a fast-paced healthcare environment.
• Analytical mindset with the ability to identify trends, assess organizational risk, and recommend proactive solutions.
• Advanced proficiency with HRIS systems, Microsoft Office applications, and HR reporting tools, including the ability to generate, analyze, and present workforce data.

Education and Experience:

• Bachelor's degree in human resources, Business Administration, Healthcare Administration, or a related field required; equivalent combination of education and relevant experience may be considered.
• Minimum of 5+ years of progressive Human Resources experience, with a strong emphasis on employee relations, provider relations, workplace investigations, and performance management.
• Demonstrated experience supporting physicians, advanced practice providers, licensed clinical professionals, or similarly specialized professional employee groups strongly preferred.
• Demonstrated experience managing complex employee relations matters, including complaint intake, witness interviews, fact gathering, evidence review, documentation, findings, and recommendations.
• Demonstrated experience preparing detailed, organized, and professional employee relations documentation, including investigation reports, corrective actions, performance improvement plans, case summaries, and other employment-related records.
• Strong ability to analyze complex provider and employee relations matters, identify relevant facts, establish timelines, assess risk, and present findings in a clear and defensible manner.
• Experience advising managers and leaders on performance management, corrective action, conflict resolution, and termination decisions.
• Strong working knowledge of federal and state employment laws; California employment law experience strongly preferred.
• Experience working in a healthcare, FQHC, community health center, hospital, medical group, dental practice, behavioral health setting, or similarly regulated environment preferred.
• Experience supporting provider engagement, provider retention, provider communications, or clinical workforce support initiatives preferred.
• Experience supporting compliance efforts, audits, policy implementation, and organizational investigations preferred.

Language Skills: Ability to effectively present information and respond to questions and requests from providers, employees, managers, clinical leaders, co-workers, community partners, public agencies, Board members, and others as necessary. Ability to draft clear, professional, well-organized, and audience-appropriate written communications, including investigation reports, provider relations documentation, employee relations documentation, corrective actions, and policy-related correspondence. Bilingual in English and Spanish preferred.

Petaluma health Center is an Equal Opportunity Employer. Petaluma health Center does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.