The Site Manager - School-Based Health Centers is responsible for supervising and coordinating staff and operations at assigned school-based health center locations to support high-quality, cost-effective, patient-centered care. This position oversees front-office operations, provider schedule utilization, patient access, staff performance, registration and billing processes, and compliance with established policies and procedures. The Site Manager also serves as a key liaison between Valley View Health Centers and school administration, faculty, counselors, nursing staff, and other school personnel to strengthen communication, referrals, student access, service utilization, and coordination of care.
Site Manager - School-Based Health Centers
Essential Functions
Functional Area: Site Supervision
Estimated Effort: 45%
- Oversee the efficiency and utilization of provider schedules at assigned locations
- Ensure front-office staff effectively utilize schedule templates and actively fill vacant appointment times through waitlist management, patient follow-up, well-visit outreach, and other scheduling activities
- Ensure patients have access to insurance enrollment and program information necessary to support coverage of provided services
- Ensure patient information is accurately entered into the practice management system
- Confirm third-party coverage through payer verification and authorization processes
- Build, supervise, and support a front-office team focused on excellence and high-quality patient service
- Provide employees with direction regarding daily activities, priorities, and responsibilities
- Evaluate and document job performance for subordinate staff
- Oversee audits of registration activities, including Sliding Fee Scale applications, proof-of-income verification, payer selection, and billing alerts
- Serve as the site subject matter expert for the Sliding Fee Scale and respond to patient and staff questions
- Ensure employees receive appropriate training for assigned duties and responsibilities
- Ensure telephone calls are answered promptly and professionally
- Encourage educational, professional, and organizational growth opportunities for staff
- Oversee accurate daily balancing of cash drawers and deposits and monitor and report department cash flow
- Collaborate with Patient Access Representatives to support achievement of the established denial goal of 4%
- Ensure Sliding Fee Scale policies and procedures are consistently followed
- Ensure documents are accurately scanned into the electronic health record (EHR) system
- Collect and track relevant customer service metrics, communicate team performance to staff, and develop improvement plans as needed
- Utilize alternate methods to verify patient eligibility when the EHR system does not provide a response
- Interview, hire, train, and support a productive medical office team
Functional Area: Site Operations
Estimated Effort: 45%
- Serve as a primary point of contact and liaison with school administration, faculty, counselors, nurses, and other school personnel for assigned school-based health center activities
- Maintain regular communication with school administration and faculty regarding health center services, referrals, student access, scheduling, and operational needs
- Coordinate and participate in meetings with school administration, counselors, nursing staff, and other school personnel to address referrals, student needs, service utilization, and opportunities for improved coordination
- Coordinate school-based health center outreach activities, including school events, open houses, staff in-services, and other opportunities to promote available services to students, families, and school staff
- Collaborate with school personnel to identify barriers to student access and develop appropriate solutions related to transportation, referrals, communication, scheduling, and access to care
- Ensure appropriate follow-up and communication regarding school referrals and support an effective referral process between the school and health center
- Lead efforts to increase student utilization of school-based health center services through ongoing communication, outreach, and collaboration with school administration and faculty
- Monitor and maintain supplies and coordinate procurement for assigned locations
- Audit and monitor scheduling practices, copayments, and collection of patient account balances
- Train, observe, and coach Patient Access Representatives to ensure patients receive an excellent customer experience
- Collaborate with the billing department to assist patients with billing questions and concerns
- Work collaboratively as part of the site operations team to achieve departmental goals and objectives
- Provide compassionate and professional resolution of patient concerns
- Maintain knowledge of applicable policies and procedures and accurately respond to patient questions
- Ensure provider schedules across applicable agency locations are maintained consistently
Functional Area: Agency Service & Other Responsibilities
Estimated Effort: 10%
- Represent Valley View Health Centers and Community Action Committee of Pike County at school board meetings and other school-related meetings or events as appropriate
- Travel to other agency locations as required for work assignments, meetings, seminars, and other business needs
- Perform other duties as assigned to support the mission, vision, and business operations of Community Action Committee of Pike County and Valley View Health Centers
Minimum Requirements
Education
- High School Diploma or equivalent
Job-Related Experience
- Minimum of three (3) years of work experience in a healthcare office
- Prior experience using electronic medical record (EMR) applications
Licenses & Requirements
People Management Experience
- Demonstrated ability to lead, coordinate, or guide others toward shared goals
Preferred Qualifications
- Bachelor's degree
- Three (3) years of supervisory experience leading a successful and productive team
- Experience leading or managing a healthcare office
- Experience working with school-based health centers
Working Conditions
- Primary work is performed indoors in a climate-controlled, office-like environment
- Position may involve exposure to hazardous materials and varying weather conditions
- Regularly required to move up to 10 pounds and occasionally move up to 25 pounds
- Requires close vision to perform essential job responsibilities
- Regularly requires remaining at a desk for periods of time
- Regularly requires use of hands and fingers to handle objects, tools, or controls and reaching with hands and arms
- Requires the ability to exchange accurate information with patients, staff, school personnel, and other stakeholders
- Occasionally requires movement from one location to another