Back Office Lead

Grow With Us: We’re excited to introduce a new Lead Medical Assistant opportunity for those desiring to enter the Leadership field!

Position Details:

• Overview: Do you enjoy taking the lead in a clinical practice? Work alongside our our clinical Medical Assistants in conjunction with leadership team to ensure consistent workflows, and high quality patient experience.
• Job Title: Back Office Lead
• Reports To: District Supervisor
• Location: Vancouver home location, must be willing to travel to all locations in district if needed (Longview, Gresham, Portland, or Astoria) mileage reimbursement available
• Schedule: Varied Mondays - Fridays, 8:00am - 5:00pm
• Wage Range: $22.50 - 29.00 (Leads are also paid an hourly differential. Pay is dependent upon a combination of multiple factors including but not limited to work experience, transferable skills, business needs, and geographic market availability)

 

General Description of All Benefits:

• Health Insurance – medical, dental, and vision with HSA, FSA options
• 401k - employer matching up to 4%
• Life Insurance – employer paid & voluntary options
• 8 paid holidays per year
• Tiered PTO accrual 80 – 200 hours annually
• Complimentary parking
• Pet insurance voluntary option
• Employee Assistance Program provided

Overview:

The Back Office Lead (BOL) plans, organizes, and leads day-to-day clinical support services across assigned locations in partnership with the District Supervisor and District Manager. This role provides in-clinic coverage, coaches and trains Medical Assistants, and coordinates staffing to ensure consistent workflows and a high-quality patient experience. The Back Office Lead supports compliance, safety, and operational readiness by monitoring clinical tasks/logs, reinforcing standards, and escalating issues as needed. 

Daily Operations, Coverage & Scheduling 

• Perform a day-end walk through at assigned location to verify that all exam rooms and shared patient areas are clean, doors locked, and lights are off or delegated to other clinical staff. 
• Counsel clinical staff if rooms are left dirty, supplies are not stocked, instruments are not cleaned, or clinical logs (including tasks, labs, path, or other) are not up to date. Jump in to assist as needed and help teams prioritize. 
• Round on the MA team daily, preferably multiple times per day. Schedule additional time at clinics with higher patient volumes, new staff, etc. as appropriate. Determined in partnership with the District Supervisor and/or Manager.  
• Assigned to work in clinic a minimum of 2 days per week up to 5 days per week for sick call, planned vacation coverage, vacancies, or training coverage. 
• Ensure “Float” MAs have shift start and end times, locations, and directions each day.    
• Prepare schedules in Shifts as requested by the District Supervisor (or other scheduling spreadsheets/software) 2 months in advance.  

Compliance Monitoring, Service Recovery & Safety 

• On a weekly basis, verify all the provider’s EMR path and lab logs are correctly updated by the MAs and providers and communicate discrepancies to each clinical team as appropriate.  
• Monitor tasks daily to ensure each clinical team is completing tasks in a timely manner. Help facilitate extra assistance when tasks get behind to maintain compliance and patient outreach standards.   
• Assist with clinical issues involving patients, providers, or staff. Document service recovery steps and review with District Supervisor as needed. 
• Facilitate MA needle stick protocols: ensure paperwork is complete throughout the process. Work with Employee Health and Safety Officer and inform the District Supervisor right away if issues arise.  
• Attend monthly safety meetings.  

Training, Competency & Clinical Services Support 

• Provide clinical training for new MAs. Assign back up trainers for days covering in clinics or out of office. Monitor training logs and progress toward milestones for both trainers/trainees. 
• Document and update progress toward required performance standards required to perform various clinical support functions. 
• Full understanding of all clinical services provided by location including but not limited to; general dermatology, cosmetics, Mohs, Xtrac, UVB, PDT, etc. And front office or other workflows as appropriate and identified by the District Supervisor. 

Supplies, Equipment & Facility Readiness 

• Assign and monitor Monthly Location Checks (expired meds, AED check, etc.). Order replacement items as needed. Perform Annual and Quarterly Facility Reviews, report issues to the District Supervisor as needed. 
• Assist in ordering supplies, opening packages, restocking, and managing supply expiration dates as assigned by the District Supervisor. 

Team Communication & Staffing Support 

• Coordinate and present at scheduled MA meetings. Work with District Supervisors on the most appropriate and highest priority agenda items.  
• Assist the District Supervisor with annual performance reviews. 
• Participate in interviews as needed. 

Education and/or Experience: 

• High School diploma or general education degree (GED); and  
• Graduate of an accredited Medical Assistant program or equivalent; current Medical Assistant Certification/Registration; and
• One to two years related experience and/or training; or equivalent combination of education and experience.