Lead Medical Assistant

GENERAL STATEMENT OF RESPONSIBILITIES:

Acts as Lead Medical Assistant (MA) to each Medical Department Patient Care Team (PCT). Provides oversite and guidance to all Mas. Is responsible for the direction, coordination, and evaluation of the Medical Assistants. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Performs MA duties by assisting in the examination and treatment of patients under the direction of the Physician/provider. Is part of a PCT and is responsible to assist with coordination and providing panel management services to patients within the practice. Assists in examination and treatment of patients under direction of Physician/provider by performing the following duties.

SPECIFIC DUTIES AND RESPONSIBILITIES:

Lead MA:

1. Participates in interviewing applicant LVNs and Medical Assistants.

2. Prepares Back Office schedule to include MA/LVN and provider daily assignments, approves/denies time off requests to ensure adequate clinic scheduling, and ensures coverage during MA/LVN or provider absences “Buddy system” and contingency planning.

1. Trains and orients newly hired MAs/LVNs in Back Office operations.
2. Consistently provides constructive feedback, positive reinforcement, and identification of opportunities for improvement to the MA/LVN team. This includes support in problem-solving, suggestions for time management, prioritization, organization, productivity, and delegation of tasks to foster staff development.
3. Monitors work, productivity, accountability of MA/LVN staff.
4. Ensures compliance with policy and procedures.
5. Accountable for ensuring all MAs/LVNs are performing all daily duties including stocking of exam rooms, timely and accurate reordering of supplies, inventory, logging, quality checks, etc. This includes but is not limited to: autoclave, AED units, ECG, O2 tanks, refrigerator-freezer checks as per clinic protocols.
6. Supervise the selection and ordering of supplies.
7. Responsible for the supervision of vaccine inventory and immunizations quarterly reporting.
8. Leads and is accountable for proper performance of all clinic workflows. These include, but are not limited to: pre-visit planning, huddle and daily brief feedback sessions, robust chart preps, robust intake, 30-second report to providers, “Shepherding”, Midway knock, Quick start/Soft landing efforts, lab ordering per protocol or provider order, diabetic foot screening, basic History of Present Illness (HPI) collection, and medication reconciliation in preparation for provider visits.
9. Ensures that correct coding is used to designate the diagnoses and procedures performed.
10. Directly engages MAs with supervisory performance and conduct issues promptly and in coordination with Human Resources. Collaborates with supervising RN in these efforts with LVNs.
11. Provides guidance to MAs/LVNs in solving problems encountered with clients/families.
12. Plans workflows in collaboration with Clinical Application Coordinator (CAC).
13. Assists in the implementation of new office processes and procedures.
14. Completes annual SIHC Employee Evaluations for the MA team, considering performance feedback from the Medical Director, PCT physician/provider, Nurse Supervisor, and other staff. Collaborates with supervising RN in these efforts with LVNs.
15. Acts as Liaison between management and staff.
16. Disseminates communications to team.
17. Coordinates and leads frequent team meetings and skills training sessions, with ongoing refresher re-training as needed year-round. Documents all MA/LVN staff training.
18. Maintains a positive relations image with peers and patients by presenting a positive and helpful attitude.

Medical Assistant:

1. Screens patients, measures vital signs, such as pulse rate, temperature, blood pressure, weight, and height, and records information on patients' charts.
2. Inventories, orders and restocks exam rooms with medical supplies and materials
3. Prepares treatment rooms for examination of patients.
4. Prepares and drapes patients with covering and positions instruments and equipment.
5. Hands instruments and materials to provider as directed.
6. Cleans and sterilizes instruments.
7. Administers injectable and oral immunizations.
8. Performs routine lab duties. These include but are not limited to: Hemoglobin, Hemoglobin A1C, Urinalysis dipstick, pregnancy test, strep antigen screen, flu tests, RSV tests, COVID tests, Mantoux test, Tympanometry, EKG, Spirometry, Snellen, Audiometry, pulse oximetry, blood lead, glucose and Nebulizer treatments.
9. Operates electrocardiograph (EKG), and other equipment to administer routine diagnostic test or calls medical facility or department to schedule patients for tests.
10. Operates and sterilizes equipment. Performs monthly spore tests.
11. Performs venipuncture and prepares lab specimens for pick up.
12. Gives injections or treatments and performs routine laboratory tests.
13. Maintains lab and order records including tracking lab orders for No Shows and cancellations.
14. Serves as the primary PCT point of contact for patients, triaging communications/phone calls.
15. Under direction of the provider, conveys lab and imaging results and next steps to patients.
16. Conducts patient outreach.
17. Participate in patient education, coaching. and motivational interviewing, such as providing education and support to patients with diabetes, hypertension, tobacco use, etc.
18. Provide patients with information and instructions, including how to administer insulin.
19. Participate in quality improvement work.
20. Call in refills as needed (no changes in dose/quantity) to pharmacy under direct provider supervision.
21. Researches refill requests – provide dates of last labs, last visit, and next visit to aid provider decision making.
22. Collaborates in scrubbing/raking/jockeying the schedule with Front staff.
23. Accountable for proper performance of all clinic workflows. These include, but are not limited to: pre-visit planning, huddle and daily brief feedback sessions, robust chart preps, robust intake, 30-second report to providers, “Shepherding”, Midway knock, Quick start/Soft landing efforts, lab ordering per protocol or provider order, diabetic foot screening, basic History of Present Illness (HPI) collection, and medication reconciliation in preparation for provider visits.
24. Makes referrals to other departments and outside providers as needed. Schedules appointments with other providers for patients and schedules rides when appropriate as needed.
25. Schedules patient visits and performs reception duties as needed.
26. Consistently seeks out opportunities and training to work at the maximum MA/LVN scope of practice as per the Medical Board of California.
27. Participates in departmental educational development and quality improvement activities.
28. Assists with AAAHC accreditation.
29. Ability to work a flexible schedule may be required based on need.
30. Other related duties as assigned.

QUALIFICATIONS:

Education/Experience: Must be 18 years of age or older. High School diploma or GED certificate. Education, training and/or experience which clearly demonstrates possession of the knowledge and skills stated above. Must have successfully completed an approved program for Medical Assistants or related training program by an accredited institution. Prefer national certificate for Medical Assistants. A minimum of 4 years experience in an ambulatory care setting with supervisory background preferred. X-ray certification highly desirable.

Licenses/Certifications: A valid California driver’s license required at the time of appointment and must be maintained throughout employment.

Applicant must be insurable under SIHC vehicle insurance policy at the time of hire and throughout employment.

Certifications and/or licenses appropriate to the positions required education and profession must also be valid and maintained.

Character: Applicants must have a reputation for honesty and trustworthiness. Must be responsible and able to exercise good judgment, accept administrative supervision, pay attention to detail, follow instructions, including the ability to interact effectively and communicate with people in a professional and courteous manner. Must be highly confidential and work as a team with other staff. Applicant should be sensitive to client’s needs.

Physical and Personal Requirements: Normal clinic/office environment. Sit or stand for long periods of time. Reach, bend, climb, stoop, lift up to 25 lbs. repetitive hand movement; use and view PC. Reliable transportation and car insurance as required by the state. Travel as needed.

Skills: Team building, interpersonal, and organizational skills. Ability to establish and maintain effective peer relationships with coworkers within the Medical Department, clinic-wide, and the public. Must be able to express ideas clearly, concisely, address audiences effectively, and exercise balanced judgment in evaluating situations and making decisions. Willing to be part of a team and cooperate in accomplishing department goals and objectives. Ability to prioritize, meet deadlines, take initiative, be proactive, and function in a rapidly changing environment. Ability to work with people of all social and ethnic backgrounds and to resolve conflicts, negotiate situations, and facilitate consensus.

Other: Post job offer, applicant must successfully pass a pre-screening, including a tuberculin skin test or x-ray and a blood/urine drug screening test. Health must be adequate to perform all duties of the position. Applicant must complete SIHC Application and Authorization Form, both must be submitted to Human Resources prior to the close date indicated.

Physical and Personal Requirements: Normal clinic/office environment. Sit or stand for long periods of time. Reach, bend, climb, stoop, lift up to 25 lbs. repetitive hand movement; use and view PC. Reliable transportation and car insurance as required by the state. Travel as needed.

Compliance: Each employee plays a key role in creating a compliance culture at SIHC. Employees are expected to learn and comply with all SIHC policies and procedures. One must have the ability to understand the implications and complexities of all compliance policies. Participation in all compliance training is mandatory, and generally have a heightened awareness of policies and regulations that are specific to one’s department and position. All SIHC employees are expected to report violations or suspected violations of compliance policies or regulations