MA Supervisor

Sea Mar Community Health Centers•Tacoma, WA

About The Position

The Medical Assistant Supervisor is a leadership position within Sea Mar’s medical clinics, working collaboratively with the Nurse Manager to ensure all patients are receiving quality care and services. The Medical Assistant Supervisor is responsible for supervising the day to day function of the unit she/he is assigned to. This may include, but is not limited to: overseeing the performance of the medical assistants working in the unit, assisting with the patient flow issues, performing procedures as needed, assuring that all medical assistants are completing every clinical quality measures for all patients, assisting with patient assessments, administrative duties as assigned and managing phone messages for the providers in the assigned pod. Works collaboratively with all other healthcare team members to provide the best outcomes for the patients and the Medical Assistant Supervisor Job Description organization. The MA Supervisor will be required to perform other duties as assigned by the Nurse Manager or Clinic Manager.

Requirements

Must have graduated from an accredited program with an active MA-C license in the state of Washington or be licensed as an LPN in the State of Washington
Must demonstrate a strong work ethic, honesty and dependability.
Must have good physical health, emotional stability and personality suited to meet the physical, mental, emotional and social needs of the population served.
Must possess strong leadership, supervisory and training skills with a strong clinical background in ambulatory care.
Must be able to interact sensitively and effectively with people of diverse backgrounds.
Must possess excellent problem solving abilities.
Ambulatory care and supervisory experience required.
Ability to read and write proficiently in English.
Must demonstrate clear and concise written and verbal communication.
Must be able to calculate medical dosages (i.e. mg to ml).
Should be able to analyze and present simple data as needed for reports.
Must possess the ability to solve practical problems in a variety of situations where only limited standardization exists.
Must be able to make decisions independently and have a good sense of medical priority.
Must be able to anticipate the needs of patients and providers according to clinical presentation.
Must be able to anticipate the needs of the clinic according to existing demands and resources and based on historical trends.
Must be able to problem solve creatively in a variety of situations and circumstances.
Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
Must be computer literate and proficient in software including Microsoft Word, Excel, and Outlook.
Will be expected to use SharePoint, Arcadia, OneHealth Portal, HealthPlanFinder, electronic health records, EKG monitors, retinal cameras and other technical resources as needed.
Must be proficient with Sea Mar’s patient management and electronic health records systems before end of probationary period.
Certificate of Completion from a Medical Assistant program, or equivalent, which must meet the criteria, including HIV/AIDS education, to register with the Washington State Department of Health for the Health Care Assistant Certification, Category A, C & E. Must have a minimum of 2 years’ experience.
Must be a Certified Medical Assistant (CMA) with the State of Washington or qualify to register as a Health Care Assistant A, C, E through the Washington State Department of Health. Must undergo state mandated HIV education.
This position must obtain Basic Life Support (BLS) CPR within 90 days of hire date and is required to maintain current BLS CPR throughout employment.
Pre-hire and annual employee health screening required
Annual influenza vaccine required. Only exception is for employees with a medical or religious exemption approved by Administration. Employees with an approved medical or religious exemption must wear a mask at all time during the flu season.
The MA Supervisor must sign an oath of permanent confidentiality covering all patient related information and must receive a background check from the Washington State Patrol.
The employee must meet the organization’s health screening requirements for tuberculosis screening and immunization status.

Nice To Haves

Bilingual English/Spanish strongly desired.

Responsibilities

Provides leadership, training and guidance to clinical staff.
Supervises and evaluates the performance of clinical care team staff, including medical assistants and phlebotomists.
Supervises other care team members, care coordinators.
Provides staff training using a variety of methods and assesses competency by administering competency tests.
Addresses personnel issues to promote a productive and supportive work environment.
Provide documentation to manager in cases of disciplinary action
Monitors staff performance relative to quality patient care.
Reviews and analyzes clinic and organizational data to measure the effectiveness of quality patient care.
Demonstrates skills necessary to provide care appropriate to the age of patients served.
Demonstrates the principles of growth and development over the lifespan.
Demonstrates clinical guidelines for preventive care and chronic disease management. This includes understanding the needs of patients according to age, gender and clinical presentation.
Conducts nursing audits to measure staff performance and patient health outcomes. The interval of audits may be daily, weekly or monthly as directed by performance.
Plans and implements on-going in-service trainings for staff according to the established requirements. Trainings include annual corporate trainings, QI trainings specific to the nursing department and infection control, and any trainings needed to accommodate system or regulatory changes.
Ensures medication administration, storage, maintenance, dispensation and waste logs are maintained in accordance with Sea Mar policies and procedures.
Ensures quality controls are performed and documented as required.
Assures infection control measures are appropriately implemented in the clinic. Includes surveillance and prevention of the spread of infection.
Disinfects and sterilizes equipment.
Supervises resources during outbreaks and when there is an influx of patients.
Trains staff on the use of personal protective equipment.
Demonstrates knowledge, proficiency and compliance with regulatory requirements including, but not limited to: The Joint Commission, NPSG, Department of Health, and contractual obligations. Provides training and oversight of clinic staff in these areas.
Coordinates annual employee health screenings.
Ensures all medical and nursing policies and procedures are followed and implemented.
Monitors the provider/medical assistant huddle to ensure huddle time is used in an effective and productive manner, and is used to identify gaps in care for both preventive and chronic disease measures.
Supervises tracking activities such as childhood immunizations, chronic disease management, abnormal pap smears, abnormal mammograms and other clinical measures as identified by the organization.
Oversees the daily work of medical assistants to assure referrals are being processed in an efficient and timely manner per organizational policy.
Hires, trains and evaluates performance of nursing staff and implements performance plans for staff who are not meeting employment standards.
Supervises schedules to assure maximum patient accessibility and organizing staff resources to meet clinic needs.
Manages patient grievances.
Follows the AIDET model of customer service to ensure patients, peers and visitors have an exceptional experience during their visit.
Implements team-based care by following the Synchronization Model of Care as part of our Patient Centered Medical Home recognition
Ensures that all medical policies and procedures are followed and implemented.
Annually signs a confidentiality statement that covers all patient-related information.
Other duties as assigned.
Responsible for the overall patient flow for the team.
Manage all incoming calls and messages for the providers on assigned pod in a personalized and efficient manner. This may require the use of standing orders to manage patient requests for medication refills, etc. The MA Supervisor will forward all patient requests and questions to the appropriate provider and respond according to provider instructions for management. May delegate to MA’s in pod as appropriate.
Facilitate the appropriate management and response to abnormal lab and test results under the guidance of the providers and the licensed nursing staff.
Respond to patient questions and requests.
Assure that all scheduled patients are seen in a reasonable amount of time, and assure that those without appointments are assisted appropriately.
Facilitate emergency referrals as requested by providers according to the utilization management guidelines.
Responsible for the management of nurse visit encounters under a licensed nurse or provider. This will include fast-track immunizations, annual employee screenings, and any procedures approved by the Medical Director.
Required to administer IM injections, SubQ and intradermal injections.
Track, perform and complete Clinical Quality Measures for their team.
Be troubleshooter and resource person for the pod. This may include processing patients and calling for lab/test results to facilitate patient flow.
The MA Supervisor may occasionally be asked to travel to another Sea Mar site to assist with staffing needs. The employee will receive travel time, mileage and wages.
You must escort each patient to and from the treatment rooms.
Incoming clinical phone calls will be transferred to the Nursing Manager, Medical Assistant supervisor, or the Nursing Supervisor. Any calls referred to you by your supervisor requiring additional follow-up will be resolved by you within 1 business day.
Responsible for communicating Provider delays and delays in patient flow to the Front Desk staff as well as the patient.
MA Supervisor will work with the patient’s primary care provider and other providers in the pod when PCP is not available to assess the level of acuity and appropriate management of telephone or walk-in patients without appointments and/or those with acute symptoms. Appropriate courses of action may include offering the same or next day appointments, or, if necessary, referring to another agency or emergency room.
Perform daily review of the providers’ schedule to accommodate add-ons, standby patients, and avoid overbooking. When patients are determined a priority due to abnormal vital signs the provider will be immediately notified and emergency medical intervention will be instituted as needed.
Every interaction with patients must be documented according to Sea Mar protocol.