Website Hektoen Institute LLC
Under the direction of the CCHIP System Program Director, and site leadership of the Administrative Director; The Site Team Leader (STL) 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 Managers, and Ryan White and Prevention Program staff: plans, directs and organizes HIV/STI/PrEP activities within Cook County Health (CCH) at Provident Hospital. Coordinates all CDPH (Part A/MAI/CDC/CORP PrEP) program implementation and delivery. Collaborates with CCHIP domain leadership to oversee regional supervision and training of CCHIP staff. Manages coordination of the Provident emergency department HIV/STI/PrEP screening services. Directly supervises all program EIS/Outreach staff under the domain 1, 2 and co-lead domain 3 prevention services. 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/PrEP, The Site Team Leader will motivate, provide effective guidance, communicate with the multi-disciplinary team members daily.
- Facilitates effective communication between patients, team members, disciplines and CCHIP Senior Leadership
- Maintains open communication with supervisors and communicate concerns through the appropriate means
- Works with Provident Administrative Director of HIV Program to ensure staff, peers and consultants activities are monitored while onsite in compliance with CCH regulations
- Works and maintains communication with appropriate department heads inclusive of the Infectious Disease medical providers for the HIV program 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 and faxes according to policy
- Conducts routine monthly staff meeting to discuss system generated information, CCHIP domain relevant info, reports and other pertinent information presented in management and leadership meetings. Maintains records of meetings, including an agenda and attendance roster
- Ensures all program staff are in compliance with CCH guidance for COVID-19, social distancing and universal precautions for PPE. This includes distributing PPE to staff and patients and also timely reporting and directing COVID-19 cases to CCHIP leadership and Hektoen appropriately, in compliance with HIPAA guidance.
- Ensures Ryan White Program Staff are in compliance with CCH LMS, Flu Vaccination and The Joint Commission mandates.
- Ensures staff meets PCMH and program requirements including providing patient assistance with access to care, conducting case conferences, participation in daily huddles, (inclusive of virtual huddles on Microsoft Teams) patient screening, pre site visit planning, reminder calls and follow-up calls to increase show rates and retention.
- 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, reporting all cases to the Administrative Director, as the formal grievance officer for Ryan White; Assisting the Administrative Director with documentation needed for completion of EMERS and other applicable reports to the CCH Patient Relations Department
- Completes annual performance reviews for Hektoen staff in a timely fashion
- Converses and engages patients to collect feedback and to address concerns related to patient experience, inclusive of patient satisfaction and Telehealth surveys
- Works alongside other CCHIP regional department managers who directly supervise Provident program staff.
- 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
- Works alongside the Administrative Director for the HIV program to ensure all Ryan White and PrEP data is submitted in a timely fashion monthly, quarterly and annually.
- Ensures that staff fully utilize CCH HIS IT systems and ensures CareWare data entry is complete across all categories.
- In collaboration with CCHIP regional department managers and the CCHIP System Director, audits staff productivity and develops established benchmarks for performance. Addresses performance deficits with individualized staff improvement plans
- Works alongside the CCHIP System Director and System Data Analyst to monitor monthly reports for funders in preparation for monitoring calls and check-ins.
- Actively co-facilitates and participates in the Provident CQI Committee alongside the Provident Data/Quality Manager and Administrative Director for the HIV program. Assists with the creation of the sites annual CQM plan
- Ensures all data entry and paperwork is submitted and stored in compliance with funder and CCH policies
- Identifies opportunities for process improvement and initiates CQI efforts within the clinic to increase or exceed established metrics for HRSA performance measures
Ordering and Expense Management
- Monitors inventory of all office and clinical supplies
- Submits invoices and purchase order requisitions for signature to the CCHIP Systems Director for patient incentives, office supplies, vendor reimbursement, etc.
- Maintains safe storage of all grant funded patient incentives and transportation vouchers, including accurate record keeping of inventory.
- Works alongside the CCHIP System Director and Administrative Director to oversee the Provident grant funded budgets. Inclusive of fiscal spending responsibly and appropriately in compliance with funder guidelines.
Additional Management Responsibilities
- In conjunction with the CCHIP Systems Director, Administrative Director, HIV Program, & Executive Director of HIV services prepares/completes Request to Hire (RTH) to Hektoen Human Resources and works with Human Resources in the recruitment and retention of qualified staff
- Maintains Attendance and Tardiness Records, coordinates staff PTO requests with Hektoen Payroll/Time manager, prepares and administers discipline for abuse of policies and procedures for EIS/Outreach department.
- Ensures that interdisciplinary staff, contractual staff, students and volunteers meet key CCH performance requirements for onboarding and recertification for ID’S
- Resolves day to day conflicts between staff
- Maintains relevant personnel files
- Ensures compliance with HIPAA, emergency and disaster preparedness communication, MSDS (global harmonized system), sexual harassment, universal precautions, confidentiality, security and privacy
- 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
- Travels to various locations within Cook County Health
- Participates in all departmental mandatory trainings and meetings
- Serves on assigned CCHIP and Jurisdictional planning committees
- Reviews and updates and responds to all agency policy and procedures in preparation for site visits
- Participates in grant writing as needed
- Performs all other related duties as assigned or requested
QUALIFICATIONS – Knowledge/Skills/Experience:
- Master’s degree in a health related and/or social service field preferred, Bachelor’s Degree in a Health or Social service related field required.
- Minimum of 2 years proven work experience in a team environment, with supervision/management responsibilities required
- Minimum of 3 years’ experience working with HIV populations desired
- Knowledge of performance metrics such as PDSA cycles desired
- Proven leadership skills and excellent communication skills
- Organizational and time-management skills and decision-making skills
- Ability to meet deadlines and work as a team leader required
- Availability to work some nights or weekends as requested by the CCHIP System Director required
- Valid Illinois Driver’s License and Insurance or some means of reliable transportation required
Special Knowledge and Skills Preferred:
- Ability to deliver effective/clear oral and written presentations.
- Ability to provide culturally and linguistically competent services to culturally diverse populations.
- Computer skills with Microsoft Word, Excel, Outlook, PowerPoint, Electronic Medical records and data entry.