Medical Assistant Manager

SUMMARY

The Medical Assistant Manager will demonstrate leadership as she/he organizes, prioritizes, and coordinates the multiple activities and tasks of other medical assistants while supporting, motivating and sustaining a team-oriented culture. The Medical Assistant Manager will excel in interpersonal and communication skills with the ability to follow logical and timely approaches to solving daily operational problems in coordination and under supervision of the Nurse Manager. The Medical Assistant Manager will also provide direct services to patients in the exam room at the direction of the Nurse Manager and will support the clinicians in providing high quality patient care to all SHHC patients.

The Medical Assistant Manager is a key member of the care team working to provide quality comprehensive services to patients and will work collaboratively with staff to provide team-based coordinated care. The Medical Assistant Manager will demonstrate the values consistent with Squirrel Hill Health Center’s mission and will work with the SHHC team to make the Center a Medical Home for patients of all backgrounds.

RESPONSIBILITIES - SUPERVISORY

1. Works collaboratively with Nurse Manager and Chief Medical Officer at all times to ensure smooth and cohesive organizational operations throughout SHHC.

2. Monitors patient schedules, coordinates sequencing of priority, and provides assistance to co-workers to maintain a smooth and efficient patient flow for the entire clinic.

3. Present on-site full-time, available to staff and present for rounding.

4. Performs Medical Assistant Orientation, ongoing and annual training, and period review of Medical Assistant skills at intervals determined by the Nurse Manager, Chief Operations Officer and/or Chief Medical Officer.

5. Creates reporting employees schedules and performs all timekeeping procedures in accordance with SHHC policies and procedures.

6. Daily assigns provider coverage and provides ongoing performance feedback to the Nurse Manager.

7. Ensures and monitors medical assistant adherence to quality control, clinical tasks and all established SHHC policies and procedures.

8. Coordinates, assigns and monitors routine calibration, cleaning, disinfection and sterilization of instruments and equipment per quality control standards.

9. Coordinates and/or performs weekly supply and vaccine inventory and provides information to the Nurse Manager and advises when stock is low to order additional supplies/vaccines.

10. Monitors and adheres to all policies and procedures relating to the VFC, 317, and Private Vaccine Programs.

11. Coordinates and ensures packing and delivery of vaccines to the Mobile Unit and Satellite Sites.

12. Coordinates and ensures medical assistant tasks with emphasis on accurate and complete specimen processing and handling of all Quest Diagnostics.

13. Reviews and follows-up with the Quest Specimen Processing Error Report/Test Not Performed Reports (TNP).

14. Oversees and monitors all clinical areas (including, but not limited to: each exam room, procedures room, medical assistant workroom, specimen processing lab, oxygen storage and medical supply closet) for supplies, cleanliness, patient safety and organization.

15. Ensures that all medical supplies and equipment are properly maintained, and stocked, including weekly inspection of expiration dates.

16. Provides coverage to the prescription and back-office emergency lines during staff shortages.

17. Provides ongoing medical assistant coverage for provider and medical assistant schedules.

18. It is the responsibility of the Medical Assistant Manager to inform the Nurse Manager if any medical assistant is not performing duties according to the individual’s job description and together they will address performance issues under the direction of the Director of Clinical Operations.

19. Submits HIV reporting for Rapid Test kits per the requirements specified by Pennsylvania Expanded HIV Testing Initiative.

20. Reviews, audits and monitors workflow and recommends process improvements to the Nurse Manager.

21. Works collaboratively and communicates effectively with Providers, RN’s, Front Office and other support staff to ensure smooth patient flow throughout the center.

22. Other duties as assigned.

RESPONSIBILITIES – MEDICAL ASSISTANT

1. Greets patients and escorts from waiting area to exam room.

2. Gathers information needed for clinician to provide appropriate services.

3. Performs patient preparation such as patient intake, blood pressure readings, weights, heights, temperatures, PHQ2 screening, and medication and allergy history collection promptly, and records all such information accurately in the Electronic Health Record (EHR) in a timely manner.

4. At the direction of the clinicians or by standing order; collects specimens and performs laboratory testing using the protocols set forth in the Laboratory Procedural Manual or by Quest Laboratories, and accurately documents activities in the EHR in a timely manner.

5. At the direction of the clinicians, performs diagnostic and procedural testing using the protocols set forth in the Equipment Manual.

6. At the direction of the clinicians, follows SHHC procedures for administering vaccines to the appropriate candidates for the Vaccines for Children’s Program,317 program, and private vaccine stock and documents administration in both the EHR and Pennsylvania Statewide Immunization Information System.

7. Completes annual required training and procedural competencies at the direction of the Nurse Manager.

8. Promptly responds to incoming calls from physician’s offices, hospitals, emergency rooms, nursing homes and other entities and promptly gathers information ensuring direct notification of clinician and/or appropriate member of the Care Team.

9. Coordinates prescription refills by receiving information from faxes, the patient prescription line, and patient portal, obtaining authorization from the appropriate clinician and ensuring completion with appropriate documentation in the EHR.

10. Enters completed referrals, diagnostic testing results, historical immunization records, and immunization titers under the direction of the ordering clinician in the EHR.

11. Works collaboratively with front office coordinators, the clinical team and other members of management to ensure that SHHC provides the highest quality care for all patients.

12. Communicates clearly with patients, front office coordinators and Providers to ensure smooth patient flow throughout Center.

13. Receives and directs lab results to the appropriate parties.

14. Ensures that all back areas and exam rooms are kept professional, stocked, clean, tidy and well organized at all times and ready for patients and Providers (includes maintenance, storage and organization of supplies and Sharps/Stericycle/BioWaste).

15. Ensures that reporting employees personal work areas are kept professional, clean, tidy and well organized at all times.

16. Maintains patient and employee confidentiality and is compliant with HIPAA.

17. Adheres to all SHHC policies and procedures.

18. Accurately document all necessary information in the electronic health record system in a timely fashion.

19. Other duties as assigned.

CORE COMPETENCIES

1. Job skills, knowledge and abilities.

2. Excellent interpersonal and communications skills

3. Ability to communicate effectively with a wide range of clients in person, by telephone and email.

4. Responds to patient, provider, and other requests in a courteous, respectful manner.

5. Computer skills and ability to work in EHR.

QUALIFICATIONS

1. Medical Assistant for a minimum of 5 years in an outpatient setting.

2. FQHC experience preferred.

3. Minimum of 2 years supervisory experience in a multi-provider medical practice is preferred.

4. Ability to travel to all offices and off-site locations within the organization.

5. Must be available to work a rotating shift schedule including Tuesday evenings & Sundays.

6. Excellent organizational skills and ability to deal effectively with the public.

7. Skilled in using phone, computer, HER, printer, and fax machine.

8. Medical terminology, ICD-10 and CPT coding knowledge preferred.

9. CPR certified.

10. Ability to receive all immunizations as recommended by SHHC’s Chief Medical Officer.

11. Must be committed to SHHC’s mission.

____________________________________________________