Site Lead

Family First Health is seeking a Site Lead for our William Penn location. This position with primarily work within our new school based center inside William Penn and will report to other Family First Health locations as scheduled when the school is closed to faculty and students. Candidates should have a working knowledge of medical terminology and be computer proficient or have the ability to learn. As a Site Lead at Family First Health, candidates should have a positive and outgoing personality with excellent customer service skills and strong organizational skills.

This position is more than just a job, it's an opportunity to learn and grow with a terrific medical team. We're dedicated to offering trustworthy medical services and care. The Site Lead position will play a large role in that. If this sounds a like a good fit, we would love to hear from you.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Operational Oversight:

• Accountable for the oversight of the day-to-day operations of the assigned school-based health center medical site ensuring optimal patient flow and provider productivity.
• Collaborate with the Senior Practice Manager to meet established KPIs and provide excellent patient care and clinical outcomes.
• In conjunction with the Senior Practice Manager, ensure established policies, procedures, and processes are implemented and followed.

Team Management:

• Assist with the orientation and training of new support staff.
• Create the staffing schedule to ensure adequate coverage to maximize team productivity and operational efficiency.
• Assist the Senior Practice Manager and perform time and attendance administrative responsibilities for team members and providers of the assigned school-based health center medical site.
• May supervise clinical and administrative staff, including, but not limited to, conducting regular performance evaluations and supporting recruitment efforts for open positions within the site.

Revenue Cycle Management:

• Oversee clinical and office supply inventory. Follow established PAR levels, ordering guidelines, and inventory control methods.

• Work closely with the Senior Practice Manager and clinical leadership, assuming responsibility for:

• Vaccine reconciliation and inventory

• VFC Coordinator or back-up coordinator

• Lab oversight, including opening and closing procedures, proficiency testing, and controls

• Medication counts

• Monitoring medical equipment to ensure it is in good working condition and meets regulatory standards for routine preventive maintenance

• Ensure all registration and billing-related responsibilities are completed accurately and timely.

Regulatory Compliance and Risk Management:

• Ensure full compliance with healthcare regulations including HIPAA, CLIA, VFC, CMS, and other local, state, federal, and/or grant requirements.
• Monitor medical equipment to ensure it is in good working condition, meets regulatory standards, and undergoes routine preventive maintenance according to manufacturer guidelines or established protocols.
• Ensure readiness for external inspections or accreditations.

Performance Improvement:

• Partner with clinical leadership to implement quality improvement initiatives and evidence-based best practices.
• Work with the Senior Practice Manager to understand key operational and clinical performance indicators (KPIs). Identify interventions and support the implementation of data-driven solutions.
• Complete thorough investigations and analysis of incidents to promote learning and improvement.

Patient Experience:

• Complete thorough investigations and analysis of incidents and near-misses to promote learning and enhance patient safety.
• In conjunction with the Senior Practice Manager, collect patient feedback and leverage the patient voice to inform the business.
• Promote a patient-centric culture focused on creating welcoming, healthy, safe environments and interactions that prioritize the lived experience of our patients.
• Resolve escalated patient complaints or concerns with professionalism, discretion, and empathy.
• Ensure effective teamwork to achieve patient-centered care and excellent customer service.

School Community Engagement

• In conjunction with the Senior Practice Manager, work with the School-Based Health Center Manager and Coordinator to increase equitable access to healthcare and shape initiatives to enhance the health and well-being of school communities.
• Actively participate and engage in school events and support the implementation of evidence-based programs that address physical health, mental wellness, and preventive care.
• Collaborate with the Senior Practice Manager about district and School-Based Health initiatives and help to identify ways FFH can respond to school and district-wide needs.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Attend and actively participate in key organizational meetings as requested.
• The Site Lead performs all duties required of a Medical Receptionist/Medical Assistant, successfully maintaining competency in all areas of clinical and administrative care.
• Performs all other duties as assigned.

Common Expectations - Medical Operations

• Maintains strict confidentiality of patient health records and complies with all HIPAA rules and regulations
• Complies with all applicable safety regulations
• Learns the impact of medical errors and methodology that will lead to a reduction in errors
• Comprehensively reports actual and potential errors and incidents following the FFH Incident/Injury Reporting Policy
• Reports patient complaints, concerns, and compliments
• Delivers excellent customer service
• Identifies opportunities to standardize processes and systems to increase patient and employee safety. Collaborates in problem resolution.
• Adheres to established policies, procedures, and standards related to quality, safety, environmental, and infection control
• Juggles multiple competing tasks. Is proactive in follow-up and follow-through
• Communicates effectively and compassionately with individuals of various backgrounds
• Under the direction of supervisor, takes ownership in office and clinical setting improvement efforts
• Attends and actively participates in site, departmental, and organizational meetings
• Travels, as necessary, to other FFH locations to support the healthcare teams at other sites
• Performs other duties as assigned

Common Expectations - All Family First Health Jobs

• Maintains the cleanliness of work areas
• Maintains professional growth and development
• Fosters teamwork
• Establishes and maintains effective working relationships with patients, employees, volunteers, and the public
• Supports the mission, vision, and values of the organization
• Operates with professionalism, integrity, and ethics to represent Family First Health in a positive light
• Complies with all federal and state laws and regulatory expectations
• Participates in all-staff meetings and development, site meetings, and trainings
• Adheres to all Family First Health policies, processes, and procedures
• Completes annual mandatory education and training
• Performs other duties as assigned

Position Requirements

• Successful completion of a Medical Assistant program
• Current CPR certification
• Narcan training required upon hire
• 2+ years of experience in making real-time operational decisions within the scope of their role.
• Knowledge of computer software applications (Microsoft Office Applications, others).
• English proficiency required. Bilingual (English/Spanish) preferred.

Knowledge/Skills/Abilities

• Ability to interact with individuals who have diverse perspectives and lived experiences in a respectful and inclusive manner. Ability to communicate in a caring and supportive manner with individuals of all backgrounds.
• Ability to analyze data
• Aptitude for adaptability
• Aptitude for independence and maturity
• Aptitude for reliability and time management
• Ability to gather data and apply past knowledge or information to new situations
• Ability to think and communicate with clarity and precision
• Ability to manage impulsivity
• Ability to listen with understanding and empathy
• Ability to lead by example through exceptional work performance, including adherence to organizational policies and processes
• Ability to work independently and within a multidisciplinary team
• Ability to work, and respond appropriately, to a demanding environment, including crisis situations
• Ability to work efficiently, accurately, and with a strong attention to detail
• Ability to maintain required clearances

PHYSICAL DEMANDS

Mental/Physical Requirements:

• Frequent and prolonged work on a computer and/or on the phone for extended periods of time with repetitive typing, arm and hand motion.
• Requires correct vision and hearing to normal range.
• Occasional bending, stooping, crouching, or kneeling.
• Frequent standing and walking.
• Frequent turning and reaching.
• Frequent use of common PPE/safety equipment.
• Constant exposure to disease, infection, virus, blood, and bodily fluids.
• Occasional to frequent travel between work sites with exposure to weather conditions.
• Frequent competing demands, frequent changes, delays, or unexpected events.

Employee Benefits

• 3 Weeks of accrued Paid Vacation per year
• 9 Days accrued Paid Sick Leave Time per year
• 4 Personal Days per year
• Paid Time Off on Holidays
• Health, Dental, & Vision Insurance Plans
• Short/Long Term Disability and Life Insurance
• 403(b) Retirement Plan
• Tuition Reimbursement Opportunities
• Attention to work-life balance
• Opportunity for growth and advancement
• And More!