Medical Assistant Supervisor 7D

POSITION SUMMARY
The Medical Assistant Supervisor (MAS) is a key member of the medical care team who works independently and has primary responsibility for the supervision of the medical assistant staff. Responsible for supervising the operational, human resource, and clinical competency skills of the medical assistants who work in the practice, including staff schedules. Coordinates and assigns lunches and breaks for all MA staff, and re-assigns tasks when other MA’s are absent. Approximately 40 % of time is spent on administrative activities. The MA Supervisor oversees the workflow ensuring an efficient, well-run operation paying attention to room utilization and wait times. The MAS supports the Medical leadership team. and will work as a MA based on operational need.

The Native American Health Center is an accredited institution and adheres to the standards of excellence set forth by the Accreditation Association of Ambulatory Health Care (AAAHC) and the Commission of Dental Accreditation (CODA).

DUTIES & RESPONSIBILITIES
All duties are under the guidance of the Medical Clinic Manager or their delegate.
1. Manages MA Staff Schedules and coordinates with Medical Leadership team to ensure appropriate staffing levels are in place.
2. Takes a lead role in the MA Training committee and works with other site leads to collaborate on MA training needs, schedules and completes curriculum. Trains MAs on varying MA-specific technical topics during staff meetings, new hire onboarding, and periodically as needed and/or as directed. This includes shadowing and ensuring MAs are proficient. Must become and act as an Epic Super User for the Medical Department within 6 months. This includes providing technical support on Epic workflows, training others as directed, blocking schedules for MA Super Users to attend regular meetings and providing support to MA Super Users.
3. Manages and oversees the Medical Assistants scheduling functions and addresses scheduling errors. This includes scrubbing provider templates for scheduling errors and timely corrections are made.
4. Ensure Care Pod teams have completed all recalls, reminder calls and care gap appointments.
5. Implement new workflows and initiatives timely. This includes documenting new workflows, shoulder-to-shoulder support of MAs and answering their questions.
6. Ensures daily and or time-sensitive tasks are complete (e.g., Lab Open & Close, Periodic Tasks, Reminder Calls, Recalls,
Refills, etc.)
7. Conducts monthly periodic audits of each direct report performance (e.g., auditing via dashboards, Health Maintenance in Epic, scheduling errors, etc.). This includes items such as autoclave log test, autoclave log, Eye Wash Inspection checklist, log, etc.
8. Participate in special projects, as requested by direct supervisor or the Medical Executives.
9. Conducts morning huddles and ensures huddle notes are sent to the medical department.
10. In collaboration with the Clinic Manager, creates and manages employee work schedules, considering staff availability and workload, addressing scheduling conflicts, ensuring adequate coverage during peak times, communicating schedules clearly to employees, and adapting schedules based on business needs and demands. Act as point of contact, and delegate, MA assignments and Periodic Tasks.
11. When acting as a MA, refer to the Medical Assistant job description.
12. Support clinical leadership in Quality Assurance and Quality Improvement efforts, and support the implementation, evaluation and monitoring of workflows and processes that sustains an audit-ready environment.
13. Supports with resolving Medical billing issues.
14. Assist with Quest Lab staffing and operational needs.
15. Support interdepartmental integration efforts to optimize members’ experience; solve flow issues and optimize efficiencies.
16. Supports with resolving and documenting patient complaints and grievances per policies and procedures.
17. Performs Introductory and Annual evaluations and provides constructive feedback on staff’s performance.
18. Recruit, hire and coordinate the training of new support staff members.
19. Approve timesheets and conduct time and attendance reviews in accordance to policy and procedure.

Supervisory Duties and Responsibilities
11. Directly supervise Medical Assistants and supports the Clinic Manager with Medical Reception supervision.
12. Under the direction of the Medical Clinic Manager and Human Resources, ensure staff receive regular training on the functions of their role; participate in annual required trainings, and other trainings based on work performance.
13. Develop strong teamwork to meet department and patient needs.
14. Lead staff to accomplish all job objectives; inspire confidence and motivation; clearly define and communicate expectations, and maintains personal effectiveness under pressure.
15. Resolve staffing issues and facilitate conflict resolution for staff under direct supervision. Hire, coach, discipline, evaluate and terminate staff in coordination with the Medical Clinic Manager, Site Director and the Human Resources department. This includes fostering a team environment to effectively lead and retain your staff. Provide opportunities for staff to grow and develop new skills.
16. Maintain compliance with ergonomic safety standards; be mindful of posture and regularly practice ergonomic stretches.
17. Collaborate and cooperate with other supervisors to ensure workflow processes and operations of the department are functioning optimally daily and that the department remains in regulatory compliance at all times.
18. Work collaboratively to maintain Infection Control, Patient Safety and Clinical Environmental standards.
19. Ensure administrative logs, forms, records, and charts are complete, thorough and accurate. Support Lead RN in ensuring clinical logs, forms, records and charts are complete. Ensure support staff are trained as needed to perform related quality testing.
20. Act as back-up Vaccine Coordinator.

General Duties & Responsibilities
16. Provide interpretation, as directed.
17. Work Saturday and evening clinics, when assigned.
18. Represent the department at internal and external meetings; bring back relevant and important information to the department and act on and disseminate information in a timely manner.
19. Member Care: Demonstrate understanding and apply working knowledge of safety policies and ensuring safe member practices.
20. Employee Safety: Safely performs all duties; follows required protective protocols to ensure personal safety as well the safety of others.
21. Maintain compliance with ergonomic safety standards; be mindful of posture and regularly practice ergonomic stretches.
22. Must maintain compliance with ergonomic safety standards; be mindful of posture and regularly practice ergonomic stretches.
23. Quality Improvement: Actively participate in internal quality improvement teams and work with members proactively to drive quality improvement initiatives in accordance with the mission and strategic goals of the organization, federal and state laws and regulations, and accreditation standards, when assigned.
24. HIPAA: Keep all protected health information (PHI) confidential and abide by HIPAA policies for the release and disclosure of any PHI. Will report unauthorized use of disclosure of PHI immediately, to supervisor or HIPAA security officer.
25. Work well under pressure, meet multiple and often competing deadlines.
26. At all times demonstrate cooperative behavior with supervisors, subordinates, colleagues, clients and the community.
27. Other duties assigned by Supervisors and or the Medical Leadership Team.

MINIMUM QUALIFICATIONS
1. Must have high school diploma or its equivalent.
2. Certificate of completion from an accredited Medical Assistant training program and state or national certification as a Medical Assistant.
3. 6 months - 1 year of supervisory experience and demonstrated skills to effectively supervise patient care support staff. Strong knowledge of practice operations.
4. In depth knowledge of patient support care clinical standards and care delivery, systems, external regulations, and internal policies.
5. Fluency in both English and Spanish, both written and verbal is required, per operational need.
6. Must be computer literate. This includes experience using Microsoft products (Word, Excel, Outlook), and be able to learn to use an electronic health record (EHR) system.
7. Must have superior Customer Service skills.
8. Ability to organize, prioritize and efficiently carry out duties and assignments with little direct supervision.
9. Ability to interact effectively and in a professional, supportive manner with persons of all backgrounds; and maintain effective working relationships with staff, patients, public and external agencies.
10. Vaccination Level 1: Must be able to provide TB, Physical, seasonal flu and proof of Vaccination immunity for Measles, Mumps, Rubella, Varicella, TDAP & Hepatitis B, prior to start date. If vaccination records are more than 10 years old, titers are required to confirm immunity.
11. BLS/CPR certification must be obtained prior to start date and kept current at all times.
12. Ability to bend, lift, carry up to 25lbs. with relative ease.

DESIRED QUALIFICATIONS
1. Previous experience working as a Medical Assistant.
2. Experience working in a community health setting.
3. Experience working in Epic.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform 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 is regularly required to sit and use hands to finger, handle, or feel. The employee is frequently required to talk or hear. The employee is frequently required to stand; walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORKING CONDITIONS AND ENVIRONMENT
The 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 is regularly exposed to both an inside/outside environment.
 

Benefits: Native American Health Center (NAHC) considers our employees to be our most valuable resource and offers an excellent benefit package: competitive salaries, personal time off (PTO) or sick/vacation leave program, and an employer contribution 403(b) retirement plan to full-time regular status employees. We also provide medical,
vision, dental, flexible spending, group term and voluntary life insurance coverage for employees and their dependents—with a percentage of employee contribution for dependent medical premiums.
Note to Applicants: Please be advised a post job offer, pre-employment Physical, TB test and Vaccination Clearance are required as a condition of employment. Vaccination Levels: 0 – Limited - require only TB, Physical & Seasonal Flu; 1 – Full Panel with exposure of Blood Borne Pathogens – requires, Measles, Mumps, Rubella, TDAP, Varicella, Hepatitis B, TB, Physical & Season Flu; 2 – Full panel no exposure of Blood Borne Pathogens – requires Measles, Mumps, Rubella, TDAP, Varicella, TB, Physical & Seasonal Flu. Additionally, you may be asked to get a Department of Justice Fingerprinting and/or Federal, State, County criminal background check clearance as a contingency for an offer of employment. Criminal clearances are obtained to protect the welfare and safety of clients receiving services at NAHC.

EQUAL OPPORTUNITY EMPLOYER: Within the scope of Indian Preference, all candidates will receive equal consideration without regard to race, color, gender, religion, national origin or other non-merit factors.
Age Discrimination in Employment Act (ADEA): Native American Health Center abides by the mandates of the ADEA (protecting individuals 40 years and older) and considers age a non-merit factor in all employment decisions and considerations.
Americans with Disabilities Act (ADA): Native American Health Center abides by the mandates of the ADA and considers disability a non-merit factor in all employment decisions and considerations. Furthermore, NAHC will make any practical, feasible, and reasonable arrangements to accommodate qualified applicants and employees with disabilities.