Medical Services Manager

Thrive Medical Specialists A Professional Corporat•Oceanside, CA

6d•Onsite

About The Position

The Medical Services Manager oversees the daily operations of the Medical Services Department, supervising a team of medical assistants to ensure efficient medication management and regulatory compliance. This role involves coordinating pharmacy and provider communication, maintaining Joint Commission standards, and implementing process improvements to enhance efficiency and client care. Additionally, the manager is responsible for staff training, policy enforcement, and strategic collaboration with leadership to optimize departmental performance. The position serves adults (18 & older) meeting DSM-5 criteria for substance use disorders with or without co-occurring psychiatric illness, and psychiatric illness with or without substance use disorders.

Requirements

Minimum of 2 years of experience in operations, behavioral health, or healthcare administration (Required).
At least 2 years of supervisory or management experience overseeing a medical services team, clinical staff, or administrative personnel (Required).
Proficiency in Electronic Medical Records (EMR) systems and healthcare scheduling software (Required).
Current CPR and First Aid certification.
Valid driver’s license or government-issued ID.
Health screening with negative TB test results.

Nice To Haves

Bachelor's degree in Nursing, Healthcare Administration, Public Health, or a related field (Preferred, but not required).
Equivalent work experience in medical services management may be considered in place of formal education.
Experience working in mental health, substance use treatment, or residential behavioral healthcare settings (Strongly Preferred).
Knowledge of medication management, pharmacy coordination, and Joint Commission regulations (Preferred).
Licensed Vocational Nurse (LVN).

Responsibilities

Provide direct supervision, training, and performance management for a team of two to three medical assistants, ensuring adherence to clinical and administrative protocols.
Oversee and coordinate all medication-related duties, ensuring accurate and timely processing of prescriptions, refills, and medication orders by medical assistants.
Establish and maintain workflows to optimize efficiency in medication management, psychiatric scheduling, and compliance tracking.
Serve as the primary liaison between the medical team, psychiatric providers, pharmacy, finance, and operations to ensure seamless communication and coordination.
Monitor department workload and redistribute tasks as necessary to ensure coverage and efficiency.
Conduct regular team meetings to review department objectives, discuss challenges, and implement process improvements.
Supervise medications for new client intakes, EMR documentation, and pharmacy coordination to ensure all medication orders and refills are processed correctly and in compliance with medical directives.
Oversee refill management for all Thrive, CCI and CPI patients, ensuring timely submission of medication counts from house managers and correct processing by medical assistants.
Monitor and troubleshoot pharmacy-related issues, including insurance authorizations, prescription transfers, and medication supply concerns.
Ensure department compliance with Joint Commission standards, including medication self-administration policies, storage protocols, and documentation procedures.
Conduct audits of residential homes to ensure compliance with medication policies and procedures.
Oversee the proper disposal of discontinued or unclaimed medications, ensuring proper logging and coordination with a medical waste disposal company.
Oversee and manage the scheduling of medication injections and lab work, ensuring all appointments are documented in the EMR.
Ensure medical assistants coordinate pharmacy pickups, prescription transfers, and medication deliveries in collaboration with the Operations Director.
Develop and implement training programs for medical assistants to ensure proficiency in medication management, EMR documentation, and compliance with regulatory requirements.