
Website Salinas Pediatric Medical Group
JOB TITLE: Medical Assistant Supervisor HOURS: 8:00-5:00
EXEMPT: No
REPORTS TO: Practice Manager
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SUMMARY: The Medical Assistant Supervisor is responsible for the day-to-day coordination and monitoring, training and scheduling of the medical assistants. The Medical Assistant Supervisor provides direct support for the professional staff related to managing and overseeing activities of medical assistants, ordering of medications and medical supplies, assisting providers with medical procedures, maintenance and performance of laboratory procedures and infection control. The Medical Assistant Supervisor is responsible for ensuring SPMG is providing professional care to the patients by ensuring SPMG has properly trained medical assistants and proper management of medical supplies and equipment.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following as well as other duties and responsibilities that may be assigned.
Supervises Medical Assistants for all clinic locations and perform tasks of all medical assistants
Prepares daily, Saturday and holiday schedule for medical assistants
Trains and monitors medical assistants
On a weekly basis, screens patient charts for accuracy, signatures and correct documentation. Holds medical assistants accountable for unacceptable charting.
Over sees CAIR (California Immunization Registry) and ensures accuracy of data entry.
Handles daily clinic scheduling issues
Maintains current OSHA standards in all clinic locations.
In charge of proper inventory and maintaining and adequate supplies of :
Vaccine for private and non-private insurance patients
Vaccines for Children (VFC) patients
Clinic supplies for patient use
Laboratory supplies (Lead, CBC( Cell Dyne) ,CLIA waived tests)
Identifies clinic equipment due for repairs and ensures machines are current with calibration.
Meets with Practice manager, on regular basis to review staff proficiency
Coordinates activities between front and back office for a smooth flow.
Providers necessary back office coverage when needed
OTHER RESPONSIBILITIES
Maintain a calm demeanor with patients and parents/guardians
Conduct self in a manner reflecting credit on the practice and providers
Medical Assisting and Direct Patient Care:
Prepares patient/s for provider evaluation. Room patients. Interviews patients, measure vital signs and records information in medical record. Prepare treatment rooms for examinations. Assist provider in evaluation and treatment.
Implements safe therapeutic care to patients. Adheres to infection control protocols and ensures medical assistant staff compliance.
Demonstrates safe and efficient use of equipment, accurate administration of medications.
Able to prioritize own workload relative to patient care need.
Completes assignments in a timely manner, including maintenance of equipment and supplies needed for provision of patient care. Includes but not limited to medication stock, medical/surgical supplies, equipment are in good working condition. Maintains clinic as safe, therapeutic physical environment.
Coordinates non clinical assignments, tasks and projects within agreed time frame.
Interacts and communicates with the patient/family in a way positive and supportive way.
Prudent use of supplies and equipment.
Coordinates patient care activities with medical assisting staff and healthcare providers.
Provides patient education. Explains tests, procedures, instructions to patient/family. Assists in teaching patient/family, has knowledge and essential skills to ensure patient/family properly understand what is being communicated.
Coordination of Patient Flow:
Coordinates the flow of patients in the examination and treatment areas to ensure efficient use of facility and providers.
Daily reviews and monitors appointment schedule to ensure a smooth patient flow
Oversees proper documentation in medical records, charts and other logs.
Leadership:
Ensures adequate medical assistant staffing at all times. Reports staffing issues immediately to practice manager or clinic medical director.
Ensures competency of medical assistant staff. Documents and keeps record of completion of orientation and annual training and other skills training and evaluations.
Ensures medical assistant policies and procedures are communicated clearly to staff.
Train new medical assistants using standardized training checklist to meet all duties, responsibilities and expectations of the position.
Coordinate specialized training with vendors/representatives.
Supervise Medical assistant staff and ensure daily, weekly, monthly, yearly quality checks are done. Supervise sterilization (autoclave) using standardized policy. Ensures equipment that require calibration are calibrated regularly. Pull out defective equipment and sends out for repair.
Participates in staff meetings. Communicates back to medical assistants what was discussed in a regular basis. Leads regular medical assistant meetings. Records minutes of the meetings. Facilitate, lead and attend mandatory staff meetings.
Properly evaluates medical assistant skills, provides feedback, coaching and follows up on any corrective actions.
Facilitate, participate and lead medical assistant interviews.
Draft employee evaluation reviews and annual reviews. Provides feedback on performance and. Provide follow up training, counseling and discipline as well as develop corrective actions plans as necessary with oversight of practice manager.
Professional responsibilities and growth:
Keeps current with required trainings required for program participation (ex. VCF, CAIR)
Participates in setting measurable performance goals and other quality improvement activities (ex. CCAH Care Based Incentive measures)
Additional Duties:
Assist in patient grievances, coordinating resolution, follow up with clinic manager.
HIPAA compliance – Responsible for maintaining abreast of and in compliance with all HIPAA regulations and requirements. Treats all member information confidential.
Ensure compliance with all local, state and federal regulations.
Quality Assurance /Quality Improvement – Participate in QA/QI activities and contribute towards the overall performance improvement of the organization. Example: Central California Alliance for Health Care Based Incentives, HEDIS. Etc.
Information Technology- Required to learn and use the Electronic Health Record and Practice Electronic System and its components. As required by the job functions and highlighted in the Policies and Procedures. These components include eMD and other electronic features, (ex. Phreesia) as they are developed and implemented, as applicable to work environment.
OTHER RESPONSIBILITIES
Maintain a calm demeanor with patients and parents/guardians
Conduct self in a manner reflecting credit on the practice and providers
GENERAL JOB PERFORMANCE STANDARDS
KNOWLEDGE OF WORK
Possesses and utilizes knowledge of the job which is essential to perform the specific functions and related work.
QUANTITY OF WORK
Accomplishes an appropriate volume of satisfactory work under normal conditions.
QUALITY OF WORK
Consistently demonstrates accuracy, thoroughness, neatness and dependability to produce work within acceptable standards.
TIMELINESS
Completes daily tasks on or ahead of schedule
ABILITY TO LEARN NEW DUTIES
Interprets, learns and responds to instructions for new situations, procedures or methods.
JUDGMENT AND COMMON SENSE
Decisions/actions are sound, including safety awareness.
COOPERATION
Willing to work with others toward common goals.
COMMUNICATIONS
Demonstrate relevance and clarity of written and oral expressions. Effective in exchanging ideas and information. Bilingual (English and Spanish).
INITIATIVE
Ability to develop or create new ideas to improve systems.
PROBLEM SOLVING
Ability to foresee and provide solutions to problems
ATTENDANCE AND PUNCTUALITY
Show daily ability to present to work at scheduled time including time after breaks, meals, and other authorized absences from work.
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Current CPR certification (or obtain CPR certification within 30 days of hire)
Previous experience supervising medical assistants
Experience with vaccine management (inventory, ordering, storage and handling)
Experience with quality improvement ex. CCAH Care based incentives
Experience with maintaining inventory and ordering of clinic supplies
Experience with performing CLIA waived tests and performing quality controls.
LANGUAGE SKILLS Ability to read and interpret letters, insurance forms, and procedures. Ability to use appropriate grammar and spelling. Bilingual (English and Spanish). Must be able to read and speak English and Spanish.
REASONING ABILITY
Ability to interpret and follow through a variety of instructions furnished in written or oral form.
OTHER SKILLS AND ABILITIES
Must be well organized
Must have integrity
Must maintain confidentiality with all information, patient files, and practice information
Must possess exceptional written and verbal communication skills
Must be able to multi-task and prioritize daily tasks
Must be even-tempered and team spirited
Must have the ability to quickly learn specific software
Working knowledge of basic office machines and equipment
Must be able to work with a variety of personalities in an effective manner including excellent customer service skills
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is regularly required to sit, stand, walk, use hands to finger, handle or feel objects, controls, reach with hands and arms, climb or balance, stoop, kneel, or crouch.
Employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
Position requires the employee to work at the computer on average of 95% of the time.
WORK ENVIRONMENT: Work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee sometimes works near moving mechanical parts and is occasionally exposed to the risk of electric shock.
Noise level in the work environment is usually moderate.
Job Type: Full-time
Pay: $20.00 – $25.00 per hour
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
8 hour shift
Holidays
Overtime
Weekends as needed
Supplemental Pay:
Bonus opportunities
Tips
Application Question(s):
Do you have a medical assistant training certificate ?
Experience:
vaccine and medical supplies management: 1 year (Required)
performing CLIA waived tests & daily quality co: 1 year (Required)
using an electronic medical record ( EMR): 1 year (Required)
supervising medical assistants: 2 years (Required)
Language:
English and Spanish ? (Required)
Work Location: Multiple locations