• Full Time
  • Chicago

Website Hektoen Institute LLC

Job Summary:

Under the direction of the CCHIP Program Director (CPD), you will be responsible for ensuring the site teams’ vision and standards are implemented; and that team roles and expectations are known and clear. Working closely and directly with the Medical Lead, Clinic Manager and Ryan White and Prevention Program staff: plans, directs and organizes HIV/STI/HCV activities within a Cook County Health System (CCH) clinic; collaborative supervision with CCHIP Case Management & Behavioral Health managers. Oversees all aspects of HIV/STI/PrEP services within the center’s operations and provision of patient care services including patient access and flow, resource allocation and the quality of service delivery. Is accountable for staff management, achievement of project scopes, quality improvement, and regulatory compliance. Establishes collaborative partnership with appropriate department heads to achieve goals and objectives and ensure that team members’ roles and expectations are known and clear.

Responsible for effectively and independently initiating, delegating, supervising work assignments, determination of daily work priorities and actions required to meet deadlines and resolve problems. Establishes effective and collaborative relationships with community partners to address gaps in services and social determinants of health related to HIV/STI/HCV.  As a qualified team leader, you will motivate, provide effective guidance, communicate with the multi-disciplinary team members daily, and be the contact person for all team members

Typical Duties

  • Facilitates effective communication between patients, team members, disciplines, and administrators
  • Maintains open communication with supervisors and communicate concerns through the appropriate means
  • Works with Clinic Manager to ensure staff, peers and consultants’ activities are monitored and supervised
  • Works and maintains communication with appropriate department heads to address performance issues and ensures that they are resolved in a timely manner to reflect quality patient centered care
  • Responds to phone calls, emails, faxes, and pages according to policy
  • Conducts monthly meeting with staff to discuss System generated information, reports and other pertinent information presented in management and leadership meetings. Maintains records of meetings, including attending roster
  • Ensures staff meets PCMH and clinical practice requirements, including providing patient access, conducting case conferences, doing daily huddles, patient screening, pre visit planning, reminder calls and follow-up calls to increase show rates
  • Communicates to team members operational and staffing issues which may impact the clinic functions and how the flow of the clinic might be impacted during the session such as team member’s absences.
  • Monitors staff customer relations performance and team dynamics
  • Monitors and responds to patient grievances
  • Converses and engages patients to collect feedback and to address concerns related to patient experience
  • Ensures appropriate storage of supplies and equipment in accordance with safety and regulatory requirements

Data/Reports/Quality Assurance/Improvement Activities

  • Reviews routine and ad-hoc reports that provide information on practice volumes, fiscal year (FY) statistics, sharing information with staff
  • Ensures that staff fully utilize IT systems and ensures data entry is complete across all categories.
  • In collaboration with systems department managers audits staff productivity and develops established benchmarks for performance- addresses performance deficits with individualized staff improvement plans
  • Submits and monitors monthly, quarterly, and annual funder and site progress reports
  • Actively participates in Domain meetings & CQI Committee and prepares annual CQM plan
  • Actively participate on Executive Team Committee; submission of monthly progress report
  • All data entry and paperwork will be submitted in compliance with the policies
  • Identifies opportunities for process improvement and initiates improvement efforts within the clinic to increase or exceed established metrics

Ordering and Expense Management

  • Monitors inventory of all office and clinical supplies
  • Effectively manage program budgets in compliance with Ryan White guidelines
  • Submits invoices for signature to CPD for supplies, services and equipment received

Additional Management Responsibilities

  • In conjunction with the CPD, prepares/completes Request to Hire (RTH) to Hektoen Human Resources and works with Human Resources in the recruitment and retention of qualified staff
  • In collaboration with system manager maintains Attendance Records; prepares and administers discipline for abuse of policies and procedures
  • Ensures that interdisciplinary staff, contractual staff, students and volunteers meet key CCH performance requirements
  • Resolves day to day conflicts between staff
  • Maintains relevant personnel files
  • Ensures compliance with HIPAA, emergency and disaster preparedness communication, sexual harassment, universal precautions, confidentiality, security and privacy
  • Ensures compliance with annual staff training and documentation requirements
  • Follows downtime procedures for all defined emergency codes at site (computer downtime, electrical, fire, etc.)
  • Makes sure Risk Management, Corporate Compliance and Quality Management policies are being followed
  • Provide Excellent Customer Service and Professionalism when interacting with clients and internal and external customers

Other Duties

  • Assists as required with new patient initiatives
  • Travels to various locations within the CCH System
  • Participates in all departmental mandatory trainings and meetings
  • Participates in administrative and staff development meetings
  • Serves on multiple committees/meetings as assigned
  • Reviews and updates all agency/site visit policy and procedures
  • Prepares all documents and requests for site visit audits in collaboration with Program Manager
  • Participates in grant writing as needed
  • Participates in the implementation of the Strategic Plan
  • Performs all other related duties as assigned or requested

QUALIFICATIONS – Knowledge/Skills/Experience:

Minimal Requirements:

  • Bachelor’s degree in a health related and/or social service field
  • Minimum of 5 years proven work experience in a team environment
  • Minimum of 3 years’ experience working with the HIV population
  • Knowledge of performance metrics such as PDSA cycles
  • Proven leadership skills
  • Excellent communication skills
  • Organizational and time-management skills
  • Decision-making skills

 Special Knowledge and Skills Preferred:

  • Ability to deliver effective/clear oral and written presentations.
  • Ability to work with sensitivity to cultural, ethnic, and sexual diversity.
  • Computer skills with Microsoft Word, Excel, Outlook, Powerpoint and Publisher and data entry.
  • Ability to meet deadlines and work as a team leader.
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