Mobile Health Site Manager

KEY RESPONSIBILITIES

Mobile Unit Operations & Logistics

• Drives the mobile health unit safely to and from scheduled community locations.
• Ensures the mobile unit is operationally ready each day, including fuel, equipment, supply inventory (clinical and non-clinical), and cleanliness.
• Oversees the daily setup and breakdown of the mobile health unit at each site, including utilities, signage, and workflow stations.
• Ensures safe operation of the mobile health unit at all times including compliance with safety, infection control, and emergency procedures specific to mobile operations.
• Coordinates vehicle inspections, preventative maintenance, and repairs in collaboration with facilities management.
• Coordinates logistics, including vehicle maintenance, route scheduling, supply inventory (clinical and non-clinical), infection control materials, housekeeping items, and site access.
• Manages patient registration, check-in, and scheduling processes in the Electronic Health Record (EHR), in coordination with centralized support teams.

On-Site Leadership, Operational Support, Team Supervision & Coordination

• Serves as the on-site team lead at mobile health events and service locations.
• Supervises clinical and administrative team members assigned to mobile operations, assisting Providers as needed.
• Conducts daily huddles and communicates operational updates and care goals to mobile health team, overseeing staff assignments, patient workflows, registration processes, and on-site troubleshooting during normal operations and periods of increased demand or unexpected need.
• Maintains lead role in hiring, orienting, training, and developing the mobile health team.
• Supports onboarding training and orientation and performance management for assigned team members in accordance with mobile health protocols.
• Acts as liaison between community partners, host sites, and the health center.
• Ensures a welcoming and professional environment for patients and community stakeholders.
• Organizes, attends, and participates in mobile health department meetings and ensures meeting minutes are properly documented.
• Reviews and approves time and attendance requirements for the mobile health team, including requests for Paid Time Off (PTO), to ensure adequate staffing coverage at all times.
• Maintains an open, supportive relationship with direct supervisor, providing information related to concerns about patient services, employee performance, and community partnerships promptly.

Patient Services, Compliance & Quality Assurance

• Ensures all patient services are delivered in compliance with internal policies and protocols, HIPAA, OSHA, and HRSA/BPHC regulations.
• Monitors patient workflows to optimize access and reduce waiting times.
• Supports patient satisfaction by maintaining a safe, respectful, and efficient mobile health environment.
• Monitors patient experience feedback and recommends service improvements, addressing patient concerns and/or complaints promptly and professionally, in conjunction with the Patient Experience Coordinator, as needed/appropriate.
• Supports data collection for annual Uniform Data System (UDS) reporting, quality improvement, and grant compliance.
• Facilitates patient referrals to external agencies, laboratories, hospitals, or community organizations as appropriate.
• Works closely with the Quality Department to ensure implementation of and compliance with all required documentation related to quality goals.
• Assists in providing process improvement reports for improving the quality of patient care.

Financial Oversight, Budget Management, & Reporting Duties

• Monitors and manages the mobile unit budget in coordination with Finance and Clinical Operations.
• Tracks and reconciles program expenditures, including fuel, supplies (clinical and non-clinical), equipment, and site-related costs.
• Reviews and approves purchase requests, ensuring alignment with allocated program funding.
• Submits documentation for grant or program-related spending as required.
• Identifies cost-saving opportunities without compromising service quality or compliance.
• Responsible for accurately counting and reconciling daily deposits, ensuring all payments are properly entered in the Electronic Health Record (EHR), submitting both the deposit documentation and actual funds collected to the Finance/Billing Department by the end of each business day.
• Maintains documentation logs, incident reports and vehicle records, as required.
• Works closely with the Finance/Billing Department to identify errors that may generate delays in reimbursement for services rendered.

Community Engagement & Outreach Support

• Coordinates mobile health scheduling with the health center's Development Department, outreach staff, and community partners to identify service locations and promote awareness of mobile health services.
• Builds and maintains positive relationships with community partners and site hosts.
• Serves as the spokesperson for mobile health services at community events and professional functions providing public presentations, as needed.
• Represents the health center at mobile health events and acts as a liaison to site hosts and stakeholders.
• Supports program evaluation efforts and service expansion planning in conjunction with direct supervisor.
• Other duties, as assigned.

QUALIFICATIONS

Required

• Associate's or Bachelor's degree in Healthcare Administration, Public Health, Nursing, or related field from an accredited institution.
• Minimum of 3 years' experience in healthcare operations, community health, or program coordination.
• Valid driver's license with a clean driving record and willingness to operate a mobile health unit (training provided).
• Ability to travel regularly and work in mobile/outdoor settings.
• Proficiency with EHR systems and Microsoft Office (Outlook, Word, Excel).
• Effective communication, leadership, and problem-solving skills.

Preferred

• Experience working in a Federally Qualified Health Center (FQHC) or safety-net healthcare environment.
• Experience operating large vehicles or commercial vans (CDL not required but a plus)
• Bilingual in English and Spanish

KNOWLEDGE, SKILLS, & ABILITIES

• Understanding of clinical workflows, patient scheduling, and care delivery processes particularly in primary care or community health settings.
• Familiarity with the Health Resources & Services Administration's (HRSA) guidelines, UDS reporting requirements, and other regulatory standards relevant to FQHCs.
• Knowledge of vehicle operation, maintenance, and mobile health unit deployment procedures.
• Understanding of basic budgeting, expenditure tracking, and financial documentation requirements, including handling patient payments.
• Proficiency with EHR systems for documentation, reporting, and billing workflows.
• Knowledge of HIPAA compliance, OSHA standards, and protocols for maintaining a clean and safe mobile health environment.
• Understanding of public health principles and community outreach and advocacy best practices.
• Ability to lead and motivate a cross-functional team in a dynamic mobile environment.
• Strong skills in coordinating complex schedules, resources, and logistics under time constraints.
• Excellent verbal and written communication skills for interacting with patients and their families, staff, and community partners.
• Ability to assess and resolve issues on-site quickly and effectively.
• Skilled in using Microsoft Office (Outlook, Word, Excel), EHR systems, and scheduling tools.
• Skilled in managing patient interactions with professionalism, empathy, and cultural sensitivity.
• Competent in safely driving and maneuvering a mobile health unit and navigating to various service locations.
• Ability to work in changing environments and adjust quickly to scheduling, weather, or operational changes.
• Ability to manage multiple responsibilities simultaneously in a mobile, fast-paced setting.
• Ability to work effectively with clinical and non-clinical teams as well as external partners.
• Ability to ensure accuracy in documentation, reporting, cash handling, and supply (clinical and non-clinical) tracking.

WORKING CONDITIONS & PHYSICAL DEMANDS

• Daily travel to mobile health service sites; must be comfortable working in outdoor and mobile environments.
• May require occasional evening or weekend availability based on event schedules.
• Very busy atmosphere.
• Risk of highly stressful environment when dealing with individual personalities of co-workers, patients and their families, and community partners.
• Potential for rare exposure to blood-borne diseases (Category II).
• Potential for rare exposure to chemical hazards (Category B).
• Ability to lift and move equipment and supplies up to 40 lbs.
• Assists in lifting and moving patients, as necessary.
• Considerable sitting, standing, walking, reaching, stooping, bending, kneeling, and crouching.

MISSION ALIGNMENT

The Mobile Health Site Manager must demonstrate a strong commitment to the mission of delivering equitable, accessible care to underserved communities and advancing the goals of a patient-centered medical home (PCMH) in a mobile setting.

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