Back Office Supervisor

IndianHealth Center of Santa Clara Valley•San Jose, CA

4h•Onsite

About The Position

The Back Office Supervisor oversees the team of Medical Assistants, who are responsible for preparing patients to be examined, setting up the exam rooms, performing in-house labs, and conducting frequent recalls for various tests among other duties. In addition, the position has supervisory and administrative responsibilities as an assistant to the Medical Clinic Manager. The IHC is a Patient Centered Health Home and all employees are an integral part of this model of care delivery.

Requirements

High school degree or equivalent required with a medical assistant certification, and two years of experience working as a medical assistant in a healthcare setting
Fluent in English and Spanish and computer skills a plus
Excellent organizational and customer service skills
Ability to follow written and oral instructions and learn new procedures quickly
Ability to stay calm while working quickly and with a high degree of accuracy
Flexibility, initiative, and reliability
Knowledge of & ability to work with the American Indian community & other minority populations
Ability to lift and carry 25 lbs required
Ability to stand and/or walk for extended periods of time required
Ability to maintain strict confidentiality
Ability to function independently and as a team member within diverse environments as well as with a diverse staff composition
Demonstrated ability to perform multiple administrative functions simultaneously in an accurate, organized & efficient manner. Ability to multitask & thrive in a fast-paced, constantly changing environment
Ability to carry out all responsibilities in an honest, ethical and professional manner and demonstrate good judgment
Interest in and commitment to the mission of the Indian Health Center

Nice To Haves

computer skills

Responsibilities

Coordinates the appropriate MA coverage for all IHC providers
Assists the Medical Clinic Manager with the management of Providers’ schedules
Ensures all Medical Assistants perform the following duties as outlined in the MA responsibilities: Setting up the exam rooms and preparing patients to be seen by the medical provider, Performing routine back office clinical tasks (Vital signs, chief complaints; Simple Lab: HET, AU, UPT, EKG and others as needed; Keep instruments and examining rooms clean and orderly; Sterilize instruments; Knowledgeable about daily procedures as per available protocols; Assisting providers during scope exams or procedures; Assists patients with filling out questionnaires), Assisting in obtaining data or reports for keeping monthly statistics, Keeping the exam rooms orderly and taking out outdated drugs on a monthly basis, Assisting in the proper technique and recording of injections / immunizations, Serving as the point of contact between patients an medical providers, Others as assigned
Monthly data entry and tracking of vaccines for A/I into RPMS
Supervises the daily lab functions, autoclave, and ensures inventory is stocked
Assists in maintaining medical supplies
Assists in various audits
Is knowledgeable about immunization schedules, and collects appropriate data for entry into the computer for follow-up of immunizations
Is knowledgeable about patient education handouts
Assists the Medical Department Clinic Manager in maintaining quality control of clinic functions.
Complies with IHC’s HIPAA, and Privacy’s Policies
Keeps an inventory all equipment used by Medical Assistants
Works with Providers and other Medical Management to promote clinic flow
Assists with and/or relay Medical Assistants’ issues/concerns
Serves as back up MA and works closely with the Flow Coordinator
Participates as a proactive representative of the Patient Centered Health Home
Performs duties utilizing the Team-Based Approach
Performs other duties as assigned
Will supervise, coach, and train the staff of Medical Assistants
Performs annual reviews for direct reports and coordinate the regular clinical assessments for Medical Assistants
Mediates employee conflicts
Conducts and document disciplinary actions when needed
Responsible to review hours worked and approve leaves of absences and PTOs
Conducts weekly back office huddles and in-services during staff meetings when needed
Attends the Supervisors meetings and others when requested