Office Supervisor Certified Medical Assistant - Pediatrics, Family Medicine, Internal Medicine, Allergy, Float Team

Summit Health CityMD • Bend, OR

17d • Onsite

About The Position

The CMA Office Supervisor, under the supervision of the Department Manager, is responsible for planning, organizing, and coordinating daily operations to ensure quality patient care and be the liaison between the providers and staff. This role provides leadership and support in day-to-day operations within the clinical setting, serving as a role model and consultant for staff. The supervisor demonstrates the ability to make decisions, problem-solve, delegate, and assure high quality and efficiency of staff, along with flexibility with various work schedules. In collaboration with the Department Manager, they ensure policies and procedures are communicated and adhered to, and that staff members are competent in emergency protocols. The role involves managing schedules, PTO requests, identifying staffing needs, monitoring overtime, coordinating training, and assisting with hiring and orientation. They also collaborate on performance evaluations, quality improvement initiatives, and departmental compliance with standards like OSHA and HIPAA. This position advances the department's technology, including EHR and Practice Management Systems, trains and audits workflows, and ensures smooth departmental functioning. Communication with providers, managing patient issues, expanding staff competencies through education, and implementing customer service action plans are also key responsibilities. Additionally, the role involves delivering direct patient care within the scope of licensure, collecting lab specimens, prioritizing patient care, documenting in the EHR, administering injections, performing telephone triage, and preparing patients for visits. This includes obtaining vital signs, updating medication lists, managing prescriptions, documenting allergies, entering orders, scheduling appointments, providing referrals, adhering to safety precautions, maintaining equipment, and facilitating transitions of care.

Requirements

• 2-4 Years related work experience required
• Certified Medical Assistant, Oregon State EMT or Paramedic license required
• Basic Life Support (BLS), required
• Valid Driver’s license and Auto Insurance, required
• Advanced Cardiac Life Support (ACLS), as required by department need
• Ability to communicate in English, both orally and in writing
• Strong interpersonal and organizational skills
• Ability to perform diverse work assignments with time limitations with a high degree of accuracy
• Ability to use problem solving, critical thinking and priority setting skills
• Knowledge of current nursing practices and protocols
• Ability to lead and manage a team with Physicians, required
• Standard Office Equipment (Phone, Fax, Copy Machine, Scanner, Email/Voice Mail)
• Standard Office Technology in a Window based environment, EHR, PMS
• Patient care equipment
• Departmental/Ancillary systems as appropriate

Nice To Haves

• 5-8 Years preferred

Responsibilities

• Provides leadership and support in day-to-day operations within the clinical setting along with the Department Manager.
• Serves as a role model and consultant for staff.
• Demonstrates the ability to make decisions, problem solve, delegate, and assure high quality and efficiency of staff.
• Demonstrates flexibility with various work schedules.
• Ensures policies and procedures are properly communicated and adhered to.
• Ensures staff members are competent in emergency protocol and procedures.
• Completes and populates Provider and staff monthly schedules.
• Manage staff PTO requests.
• Identifies staffing needs in advance, assists in utilizing resources effectively.
• Monitor and control overtime use.
• Coordinates and assists with training, monitoring, and evaluation of staff.
• Plans and assists in the hiring and orientation of new office staff.
• Evaluates clinical staff according to SUMMIT policy and provides ongoing feedback.
• Conducts an annual performance evaluation including obtaining provider input on each staff member of the department.
• Works with Department Manager to implement and create action plans for SUMMIT clinical quality improvement process at the department level.
• Monitor all Quality dashboards.
• Monitors departmental compliance with all applicable standards (OSHA, HIPAA, Occurrence Reporting); reports compliance concerns; ensures utilization of resources for resolution of issues.
• Advances the department’s technology including the use of the information technology and the implementation and appropriate use of the Electronic Medical Record, Practice Management System, Departmental /Ancillary systems.
• Trains and audits the 8-stage workflow.
• Makes adjustments in workflow as necessary to ensure overall smooth functioning of the department and compliance of SUMMIT policies.
• Communicates with providers on regular basis to ensure seamless flow of communications.
• Resource for department to manage patient issues and concerns; reports back to Providers and Department Manager.
• Maintains and expands staff competencies, as well as implementing ongoing internal education programs.
• Increases operational efficiency in departments through cross training of personnel.
• Implements customer service action plans.
• Holds monthly staff meetings; communicates pertinent SUMMIT initiatives and information to staff.
• Delivers direct patient care within the scope of licensure and in accordance with SUMMIT policy.
• Assumes accountability for the quality of care, which they delivered including maintaining standard precautions.
• Collects lab specimens according to departmental guidelines.
• Accurately labels specimens.
• Prioritizes patient care by implementing physician orders and nursing procedures.
• Documents appropriately in the Electronic Health Record (EHR).
• Assures all patients are correctly identified prior to providing and/or documenting care.
• Communicates & provides care consistent with age, cultural, spiritual and developmental needs of the patient.
• Maintains efficient patient flow.
• Employs appropriate and timely use of Tasking in EHR.
• Administers injections according to appropriate protocol.
• Documents injections accurately in EHR.
• Appropriately demonstrates telephone triage protocols and document in EHR.
• Effectively communicates problems, concerns or issues to the Office Supervisor/Manager appropriately and promptly.
• Ensures proper preparation for patient visit.
• Prepares pertinent information needed for patient visit.
• Obtains vital signs: BP, temp, pulse, height & weight accurately and completely as required.
• Reviews and updates medication list in EHR.
• Demonstrates understanding of prescription control and prescription refill procedures.
• Accurately and completely documents known allergies in EHR.
• Appropriately enters orders and schedules appointments in the EHR.
• Provides referrals and/or consult orders appropriately and in a timely manner in the EHR.
• Appropriately adheres to universal safety precautions when administering medications and disposal of medical waste.
• Maintains proficiency with department specific equipment, troubleshoots and reports malfunctions promptly.
• Facilitates transition of care to UCC/Hospital.
• Checks and maintains logs for emergency equipment according to policy.
• Assists in ordering and maintaining of all supplies as assigned.
• Recognizes and performs duties which need to be performed although not directly assigned.

Benefits

• Health coverage is vital, and it begins on the 1st of the month after you start employment.
• Various medical plan options including a HDHP with HSA option and employer contribution.
• Dental and vision insurance, plus healthcare and dependent care spending accounts.
• Company paid Employee Assistance Program (EAP) and life insurance, plus optional supplemental life.
• Company paid Disability Insurance plus optional voluntary benefits such as accident and critical Illness insurance for yourself and dependents.
• 401(k) plan with company Safe Harbor contribution annually to help you build towards your retirement.
• Time Off including Provider Advanced Time Off (PATO) and holidays so employees can take a break or care for themselves and their family.
• Continuing Medical Education and bonus opportunities.
• Educational webinars, resources, and tools to help foster financial literacy.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed