Site Manager

Description

AWHS Central and Ancillary Site Manager Job Description

Job Summary:

Central and Ancillary Site manager role ensures the smooth and efficient operation of our satellite and ancillary services site. This position is responsible for overseeing daily site functions, managing front desk, ancillary support and administrative staff, and ensuring best practices and workflows.   

Supervisory Responsibilities: Site Staff Members

Reports to: Executive Director 

FLSA Status: Exempt

ESSENTIAL FUNCTIONS:

• Provide day-to-day oversight of centralized front desk and ancillary site operations.
• Create, manage, and update Standard Operating Procedures (SOPs) for centralized front desk operations.
• Regularly assess and identify workflow inefficiencies, proposing and implementing process improvements.
• Recruit, train, and oversee the performance of front desk, administrative, and ancillary staff.  
• Serve as the centralized front office training resource, onboarding and supporting new staff.
• Serve as the primary point of contact for ancillary and front desk operational and patient concerns.
• Coordinate and manage new physician credentialing processes, ensuring timely completion.
• Assist Executive Director with creating, developing, and managing AWHS central marketing initiatives, including the maintenance of the company website. 
• Order and manage site inventory including front desk and ancillary supplies to ensure continuous availability.  
• Oversee stocking and maintenance of the staff breakroom.
• Serve as the primary facilities liaison for maintenance and infrastructure-related requests.
• Ensure procedure room complies with all regulatory and safety standards.
• Collaborate with managers to support departmental goals and operations.

Requirements

Required Knowledge:

• Knowledge of centralized front desk operations within a healthcare or multi-site clinical environment.
• Knowledge of developing, implementing, and maintaining Standard Operating Procedures (SOPs).
• Knowledge of workflow analysis and continuous process improvement methodologies.
• Knowledge of staff recruitment, onboarding, training, performance management, and employee engagement.
• Knowledge of patient service standards, front office best practices, and issue resolution techniques.
• Knowledge of healthcare administrative functions, including scheduling, registration, insurance verification, and ancillary services coordination.
• Knowledge of physician credentialing processes, timelines, and required documentation.
• Knowledge of healthcare marketing fundamentals, including website content management and brand consistency.
• Knowledge of inventory management practices for clinical and administrative supplies.
• Knowledge of facilities coordination, maintenance request processes, and vendor communication.
• Knowledge of regulatory, safety, and compliance standards applicable to healthcare procedure rooms and office environments.
• Knowledge of interdepartmental collaboration and communication within a healthcare organization.

Required Abilities:

• Ability to assume responsibility and exercise authority over assigned work functions. 
• Ability to organize and integrate organizational priorities and deadlines. 
• Ability to manage conflict and work with staff to communicate effectively and navigate employee issues.
• Ability to engage staff and proactively identify opportunities for training and development.
• Ability to maintain confidentiality and professionalism.
• Ability to effectively and clearly communicate in writing, over the telephone, and in person with physicians, office staff, and patients.
• Ability to work as part of a team and promote a positive work environment.
• Ability to listen and understand information and ideas and adjust actions accordingly.
• Ability to exercise independent judgment. 
• Ability to maintain professional attire.
• Ability to complete continued education/training requirements.
• Ability to report to work on time and as scheduled.
• Ability to represent the organization in a positive and professional manner at all times.
• Ability to communicate the mission, ethics and goals of the organization.
• Ability to apply feedback, participate in performance improvement, and continuous quality improvement activities.

Required Skills:

• Skilled in exercising a high degree of initiative, judgement, discretion, and decision-making to achieve organizational objectives. 
• Skill in organizing work, making assignments, and achieving goals and objectives. 
• Skilled in analyzing situations accurately and taking effective action. 
• Skilled in establishing and maintaining effective working relationships with physicians, other employees, patients, and the public.
• Skilled in organization, attention to detail, and task prioritization.
• Skilled in ability to exercise independent judgement and ability to proactively look for ways to help employees and implement policies and procedures.
• Skilled in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Skilled in understanding patient needs to provide exceptional customer service.

Education and Experience:

• Associate's degree required.
• Bachelor’s degree preferred.
• 3-5 years of management experience required; longer experience is preferred.
• 3-5 years medical office experience required, OB/GYN experience is preferred.
• Experience managing staff and maintaining employee relations functions required.
• Experience operating office equipment and basic Word programs is required.
• Experience in customer service field preferred.

Physical Requirements:

Prolonged periods of sitting or standing at a desk and working on a computer in a stationary position. Must be able to remain in a stationary position for a prolonged period of time.

Occasional bending and lifting of supplies required.

Frequently operates a computer and other office machinery, such as a calculator, copy machine, and computer printer.

Must be able to lift up to 25 pounds at times and transport up to 25 pounds at a time short distance.

Atlanta Women’s Healthcare Specialists participates in E-Verify to verify the authorization to work within the United States and conducts background checks and pre-employment drug screening in accordance with federal and local laws and regulations.

AWHS requires all newly hired employees to be fully vaccinated against FLU.