Medical Assistant Supervisor

The Medical Assistant Supervisor is responsible for supervision of the medical assistant team including hiring of staff, supporting performance achievement, conducting training and clinical practice review of medical assistants. The MA Supervisor also provides support of medical assistant schedule coverage and day to day support, identifying and helping to resolve staff and operational issues. Functions as subject matter expert for clinical practice, workflows and role responsibilities performing Medical Assistant (MA) role as needed.

CORE JOB RESPONSIBILITIES 

Patient Care

• Act as clinic operational lead for system wide programs that impact the Medical Assistant role, including but not limited to; POCT/CLIA, Immunization Program, Phlebotomy, and Safety, serving as the clinic liaison with Clinical Safety Manager and Pharmacy Coordinator.
• Act as a clinical expert and monitor clinical services including, but not limited to EKG, pulse oximetry, hearing and vision testing, collection and processing of lab specimens, spirometer, venipuncture, ear lavage, etc. based on core competencies, policy and procedure.
• Provide coverage in team care pools and as an MA float as needed.
• Deliver patient care within HRSA services scope and approved locations, encompassing patient homes, community-based sites, and providing home-based care when necessary and in adherence to defined services and safety protocols. Local travel required.

People Management

• Manage performance of the team, conduct monthly meet-ups and provide real-time and consistent coaching with all direct reports.  
• Ensure accountability of team, including but not limited to adherence with policies, procedures, guidelines, workflows, etc., addressing attendance, performance, and behavior concerns including corrective action if necessary.
• Consult with Human Resources to support employee relations, performance achievement, training, employee engagement, etc.
• Hold consistent and timely team meetings to communicate organization, site, and/or department information, changes, initiatives, etc.
• Obtain leadership approval and manage all recruitment and hiring for team. Provide oversight and support for recruitment/hiring of openings supervised by direct reports.
• Effectively monitor onboarding of new hires, ensure on-going training and development for all staff.
• Manage time off requests and approve time cards for direct reports or as delegated, and monitor to ensure staff takes required breaks and lunches.

Clinic Operations

• In collaboration with the site leadership team, support and/or lead process improvement, operational efficiency, quality initiatives, clinical meetings, and huddles.
• Maintain the clinical schedule including but not limited to, MA and provider assignment, room assignment, and staffing coverage coordination.
• Ensure adequate medical supplies are available to support patient care including, but not limited to coordinating orders, verifying receipt, stocking, and monitoring expiration dates and disposal of medical supplies.
• Monitor and assist with pre-visit chart scrubs, preparation and stocking of exam rooms, sterile instrument processing and oversee the efficiency of rooming the patient workflow.
• Serve as liaison and communicate with Clinic Operations Supervisor to ensure efficient operations between front and back office in clinic.

SUPPORTING JOB RESPONSIBILITIES:

 

SUPPORTING JOB RESPONSIBILITIES:

 

• Attend meetings, team huddles and assigned trainings.
• Address in a timely manner, correspondence which includes but is not limited to Outlook, EHR encounters, in-basket, etc.
• Utilize resources to remain informed of organizational communication (i.e. Mosaic Share, organization newsletter, etc.)
• Comply with all policies, procedures, guidelines, and workflows.
• Perform safe work practices to protect the health and safety of employees and patients per OSHA regulation.
• Protect individually identifiable health information per HIPAA regulation.
• Proper and timely documentation in EMR.
• Complete all required compliance training within the established timeline.
• Utilize the incident reporting system as needed.
• Other duties as assigned.

 

 

Accountability:  Takes ownership for delivering on commitments; owns mistakes and uses them as opportunities for learning and development; openly discusses his/her actions and their consequences both good and bad; has an ability to identify strengths and developmental opportunities and leverages insight to make adjustments to improve their effectiveness; courage to have the difficult conversation.

 

Adapting to Change:  Accepts and adapts to change in a professionally appropriate and thoughtful manner.  Is willing to offer a different perspective or approach and yet knows when and how to stand down graciously and accept a well-thought-out decision. Embraces change.

 

Championing Customer Needs:  Provides timely and professional service to both internal and external customers; is responsive to customer needs and requests; is always courteous to the customer and considers the needs of the customer when making decisions.

 

Communicating Effectively:  Shares information. Listens and involves others. Clearly conveys ideas in a manner that engages others and helps them understand and retain the message.

 

Teamwork: Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere;

 

Decision Making/Judgment:  Approaches problems and decisions methodically and objectively; involves others as needed; uses sound judgment in making decisions and understanding the impact to themselves, customers, their team, and the organization; conducts the appropriate analysis to identify the symptoms and root cause of issues; makes timely decisions.

Delivering High Quality Work:  Makes sure responsibilities central to the role meet all requirements and expectations. Finishes tasks promptly and critically reviews work to ensure quality and accuracy. Considers impact of work to others and takes steps to mitigate. Seeks additional work after finishing tasks.

Demonstrating Initiative: Takes action on his/her own without being prompted; handles problems independently; able to resolve issues without relying on extensive help from others; does more than is expected or asked.

Results Orientation:  Is focused on outcomes and accomplishments; follows through on commitments; can be counted upon to successfully execute on goals;  motivated by achievement and a need for closure; has an attention to detail and is both efficient and effective in achieving a high level of measureable outcomes;  persists in achieving goals despite obstacles.

Supporting Mosaic Mission:  Actively supports Mosaic’s mission and values; uses individual skills to add value to the mission of improving “the health and well-being of the individuals, families and communities”; aligns actions around organizational goals; gives priority to organizational mission and value when making decisions.

Work Experience: 3+ years of experience preferred. One year of people management and/or leadership experience preferred. Exemplary performance of all MA core job responsibilities; technical competencies, and behavioral competencies

 

Education, certification and licensure:   High school diploma or GED equivalent. Associates and/or Bachelor’s degree preferred. Accredited medical assistant certification required. CPR certification required

 

Skills & Knowledge:  Strong interpersonal communication and conflict resolution skills a must. Evaluation of practice and ability to provide peer feedback a must. Ability to maintain positive attitude during times of change a must. Critical thinking and problem solving skills. Must have excellent written, verbal, telephone and. Knowledge of available basic community services. Computer and typing skills using Microsoft Windows® operating system. EHR experience, EPIC experience a plus. Bi-lingual in Spanish highly preferred.