Medical Assistant Supervisor

POSITION SUMMARY 

The Medical Assistant Supervisor is responsible for overseeing medical assistants, ensuring efficient workflow, and maintaining high-quality patient care. The Medical Assistant Supervisor trains and mentors medical assistants, manages daily operations, and collaborates with providers to optimize patient services.   

KC CARE CULTURE CODE 

KC CARE follows a culture code in all we do. Our code determines how we work, treat each other, and move health equity forward. As an employee of KC CARE, you will: 

• Put patients first, always 

• Treat all people with dignity, respect, and kindness 

• Create safe places for others to share their voice; encourage creativity 

• Always strive for improvement; keep learning 

• Own your work, action, and mistakes – no one is perfect 

• Have fun – work should be fun and we want you to have fun at KC CARE 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

Patient Care  

• Call patients back to rooms and obtain medical history, history of present illness and/or chief complaint, and perform all screening required according to current procedures and quality measures. 

• Prepare patients for examinations, procedures, and treatments to include obtaining vital signs, measure height and weight; perform vision and auditory screening as needed; record all information in electronic health record (EHR). 

• Collect specimens, perform on-site laboratory procedures including providing vaccinations, and maintain current knowledge, including documentation and preparation of specimens. 

• Administer medications using the 5 Rights of Medication Administration. 

• Complete medication reconciliation and allergy verification for every patient. 

• Contact patients by phone to deliver normal lab results and for additional care coordination needs. 

Clinic Flow, Referrals, and Administrative Assistance 

• Inventory, stock, and clean exam rooms. 

• Maintains VFC/VFA inventory in respective locations in accordance with the Missouri DHSS requirements and the ShowMeVax program  

• Make follow-up appointments in eClinicalWorks (eCW) as part of patient visit. 

• Maintain clinic flow by prioritizing patient’s needs and assisting providers and coworkers with unassigned patient needs. 

• Assist with prior authorizations.  

• Create referrals to other members of the patient care team including behavioral health, insurance navigators, community health workers, and with other KC CARE services. 

• Assist with scanning and faxing patient medical records. 

• Perform on-the-job shadowing of Medical Assistants and offers feedback, education, training, and coaching. 

• Routinely conduct pre-visit planning audits and provide feedback to staff when needed. 

• Assist with interviewing and training of new employees. 

Manages Clinic Flow for Care Team 

• Oversee, train, and mentor medical assistants to ensure high standards of patient care and clinical efficiency. 

• Monitor staff performance, provide feedback, and conduct performance evaluations. 

• Manage Medical Assistant scheduling to ensure adequate coverage and operational efficiency. 

• Manage daily schedule to anticipate bottlenecks and is active on the floor helping to make sure things run smoothly. 

• Assign Medical Assistants to locations and care teams when standard schedule is disrupted due to staffing shortages or absences.  

• Assist with last-minute scheduling changes as needed (i.e., removing, adding, switching patients). 

• Serve as the primary point of contact for Medical Assistant related issues. 

• Serve as main liaison for Customer Service Representatives for scheduling questions, unique patient needs, etc. 

• Review and assign tasks to Medical Assistants during administrative time.   

LEADERSHIP COMPETENCIES 

People Management - Identifies strengths and weaknesses, evaluates workloads, and splits tasks among team members accordingly; accurately identifies and responds to the expression of feelings to prevent conflict and develop relationships to provide the psychological safety needed to thrive in the workplace; clearly defines employee roles and responsibilities; establishes common ground while also nurturing individual talents, meaningfully connecting teammates in ways that encourage further interaction; sets standards for communication and models those behaviors; leads by example. 

Operations Management - Directs and guides operations in alignment with the KC CARE’s overall mission, vision, and culture code; ensures the execution of efficient processes to maximize KC CARE’s resources. 

Strategic Leadership - Balances the day-to-day with future plans; creates better processes and solutions and motivates others to do the same; creates teams that support strategic initiatives and propels them forward; effectively communicates strategies internally and externally; creates a culture to support strategies and provides mechanisms to implement them; fosters buy-in and enthusiasm with employees MINIMUM REQUIREMENTS 

• Five years’ experience as a Medical Assistant or equivalent experience. 

• Graduated from an accredited Medical Assistant certificate program and passed the exam as a Certified Medical Assistant  

• Completion of lab training for advanced medical procedures such as FIT tests.  

• Completion of Phlebotomy certification or training 

• Basic Life Support Certification (BLS). 

• Active certification such as NRCMA, CCMA, CMA 

• Completion of HR supervisory training. 

PREFERRED REQUIREMENTS 

• Associate’s degree from an accredited college or university. 

• One year of management or lead experience 

WORKING CONDITIONS AND 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.  

Working Conditions 

General working conditions are in a healthcare facility. As such, there is a potential exposure to virus, disease, and infection from patients while performing the duties of this job. May experience traumatic situations including psychiatric traumatized and deceased patients. Travel may be expected to community meetings, client homes, or other agencies. 

Physical Demands 

While performing duties of this job, employees are regularly required to sit, walk, and stand; talk and hear; both in person and by telephone; use hands repetitively to finger, handle, feel, or operate standard office or clinical equipment; reach with hands and arms; and occasionally lift up to 20 pounds.  

Mental Demands 

While performing the duties of this job, employees are regularly required to use written and oral communication skills; read, analyze, and interpret data, information and documents; analyze and solve non-routine and complex problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with others outside of their department. 

Duties and responsibilities, as required by business necessity may be added, deleted, or changed at any time at the discretion of management, formally or informally, either verbally or in writing. Scheduling, shift assignments, and location may be changed at any time, as required by business necessity.