Site Coordinator

Job Description

Job Description

Position Summary

The Site Coordinator is responsible for managing day-to-day operations at a Tier I outpatient clinic. These sites have lower patient volume and fewer staff but require the same operational oversight, attention to detail, and accountability. This role serves as the on-site leader, ensuring smooth patient flow, team coordination, provider support, and compliance with workflows and policies. The Site Coordinator functions independently, handling real-time decision-making, addressing facility issues, and maintaining a consistent and professional environment.

Duties and Responsibilities

• Staff Oversight
  1. Directly supervises Medical Assistants, Front Desk Staff, X-ray Techs, Scribes, and other support personnel.
  2. Maintains full accountability for scheduling, coverage, timecard approval, and time-off management.
  3. Leads real-time coaching, 1:1s, team huddles, and formal performance evaluations.
  4. Manages performance improvement plans, verbal and written warnings, and escalations in coordination with HR and the Regional Manager.
• Clinic Operations
  1. Maintain clinic flow, provider support, and room utilization.
  2. Troubleshoot operational issues as they arise.
  3. Assign daily staff roles based on patient volume and provider needs.
  4. Enforce workflows and monitor task completion.
• Communication
  1. Facilitate team huddles and provider check-ins.
  2. Escalate unresolved issues to the Regional Manager.
  3. Use standard communication tools (Teams, email, trackers) to ensure follow-through.
  4. Provide clear documentation and timely updates.
• Patient & Provider Support
  1. Ensure staff readiness for clinical care.
  2. Resolve patient complaints professionally and promptly.
  3. Respond to provider needs for staffing, supplies, or coordination.
  4. Monitor throughput and service standards.
• Facility Oversight
  1. Serve as the primary onsite contact for all facility-related needs.
  2. For owned sites, coordinate directly with the contracted maintenance team to address repairs, upkeep, and general building operations.
  3. For leased sites, act as the tenant liaison with building management to report issues, follow up on open requests, and ensure timely resolution.
  4. Monitor site condition regularly and escalate unresolved facility concerns to the Regional Manager.
• Compliance
  1. Enforce HIPAA, OSHA, infection control, and clinic safety protocols.
  2. Complete safety logs and ensure staff training is current.
  3. Report incidents and assist in corrective actions.
• Supply Management
  1. Monitor and order clinic and office supplies.
  2. Prevent overstocking and reduce waste.
  3. Track inventory and vendor activity.

Education, Experience, Licenses, and Certifications

• High school diploma or GED required;
• Associate’s or bachelor's degree preferred
• Minimum 5 years of healthcare experience, with 1+ years in a leadership role.
• Proven track record of managing multi-site teams and driving operational outcomes.
• Experience managing a team in a high-volume, outpatient setting strongly preferred.
• Proficient in EHR (Athena preferred), Microsoft Office, and scheduling tools.
• Strong communication, organization, and leadership skills.
• Experience managing a team in a high-volume, outpatient setting strongly preferred.
• Proficient in EHR (Athena preferred), Microsoft Office, and scheduling tools.
• Strong communication, organization, and leadership skills.