Back Office Supervisor

Job Description: Back Office Supervisor

Reports To: Medical Clinic Manager

Status: Full-Time, Exempt

Position Summary: The Back Office Supervisor oversees the team of Medical Assistants, who are responsible for preparing patients to be examined, setting up 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.

Duties & 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 as follows
• 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

3. Assisting in obtaining data or reports for keeping monthly statistics

4 Keeping the exam rooms orderly and taking out outdated drugs on a monthly basis

5. Assisting in the proper technique and recording of injections / immunizations

6. Serving as the point of contact between patients an medical providers

7. 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

Other Supervisor Duties:

• 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

Required Qualifications, Knowledge & Abilities:

• 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

Physical Requirements:

• Ability to sit, stand and walk for extensive periods of time
• Manual and finger dexterity and eye-hand coordination for nursing care
• Ability to lift up to 35 pounds
• Ability to stoop, squat, or bend frequently
• Corrected vision and hearing within normal range to observe and communicate with patients and professional staff

Working Conditions:

Exposure to all patient elements, including communicable disease and blood borne pathogens. Will be working in a fast paced medical environment which can be stressful and constantly changing conditions. Normal working hours are from 8:00 am until 5:00 pm with one hour for lunch. However, working hours may vary depending upon need. Will need to be flexible in performing tasks with limited discretion in making judgment decisions.

Preference is given to qualified American Indians/ Alaskan Native in accordance with the American Indian Preference Act (Title 25, U.S. Code Section 472, 473 and 473a). In other than the above, the Indian Health Center of Santa Clara Valley is an equal opportunity employer including minorities, women, disabled and veterans.