Lead Medical Assistant III

Tri-Valley Career Center; Pleasanton (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Employer paid health, dental, and vision benefits

403(B) retirement plan with employer matching

12 paid holidays

12 paid holidays

Paid time off

Employee discount programs

Referral bonus program

Job summary

A health services organization is looking for a Lead Medical Assistant III to support physicians and manage the workflow in Pleasanton. The role encompasses training staff, handling patient issues, and ensuring compliance with safety regulations. Candidates should have at least three years of experience, a valid Medical Assistant certification, and be bilingual in English and Spanish. This position offers comprehensive health benefits and a dynamic work environment.

Qualifications

• Minimum three (3) years of experience as Medical Assistant and a receptionist in a healthcare setting.
• Certified as a Medical Assistant by recognized certification bodies preferred.
• Experience serving as a Safety Officer or in a similar role preferred.
• Certification by AAMA/AMT/CCMA preferred.
• Epic experience is a plus.
• Bilingual English/Spanish required.
• Strong communication and confidentiality skills.
• Able to type at least 35 WPM and use MS Office and Axis systems.

Responsibilities

• Organize provider’s work, delegating tasks to care team members.
• Train and onboard assigned medical assistants.
• De-escalate and resolve patient issues as necessary.
• Assist with EPIC testing and workflow development with IS department.
• Pre-chart for patients, organize team huddles to troubleshoot care.
• Track referrals, test results, prior authorizations and billing steps.
• Coordinate nurse visits and daily clinic workflow with RNs.
• Serve as Safety Officer ensuring safety compliance and audits.

Skills

Bilingual English/Spanish

Excellent interpersonal skills

Strong analytical skills

Ability to multitask

Excellent telephone patient service skills

Independent and proactive

Education

High School Diploma or equivalent

Current valid certification as Medical Assistant

MA certification preferred (AAMA/AMT/CCMA)

Tools

EPIC

Microsoft Office

Job description

Company Description

Axis Community Health, a nonprofit established in 1972, provides comprehensive healthcare services to over 15,000 individuals across all age groups in the Tri‑Valley area. The mission of Axis Community Health is to provide quality, affordable, accessible and compassionate health care services that promote the well‑being of all members of the community.

Our mission is rooted in delivering high‑quality patient care, encompassing primary healthcare, mental health support, and dental services. We are committed to ensuring access to essential healthcare services for every member of our community, irrespective of financial status, living situation, or insurance coverage.

Job Summary

The role of a Lead Medical Assistant III encompasses the duties of the Medical Assistant II position, which is to provide physician support services and perform administrative and clinical tasks to ensure smooth flow of the clinic. They will need to be able to adjust priorities quickly, work independently or in a group setting, and maintain a high level of confidentiality and professionalism, as well as perform administrative support, facilitation of patient flow and training for assigned staff.

Qualifications

• High School Diploma or equivalent.
• Minimum three (3) years of experience as Medical Assistant and a receptionist in a healthcare setting.
• Current valid certification as a Medical Assistant is required.
• Certified as a Medical Assistant by the American Association of Medical Assistants (AAMA), American Medical Technologists (AMT) or California Certifying Board of Medical Assistants (CCMA) preferred.
• Epic experience is a plus.
• Ability to work cross‑functionally across all Axis clinic departments and independently manage a medical assistant schedule.
• Experience serving as a Safety Officer or in a similar safety and compliance role preferred.
• Excellent telephone patient service skills.
• Knowledge of patient billing procedures, insurance verification.
• Ability to work efficiently and effectively.
• Ability to work well under pressure, multi‑task, and handle stress well.
• English/Spanish bilingual is required.
• Strong analytical, employee relations, and excellent interpersonal skills.
• Excellent writing, business communication, editing, and proofreading skills.
• Ability to interact effectively and in a supportive manner with persons of all backgrounds.
• Proactive, self‑motivated and able to work independently as well as on a team with the ability to exercise sound independent judgment.
• Ability to maintain a high level of confidentiality and a professional demeanor and must positively represent the organization at all times.
• Ability to establish and maintain positive and professional working relationships.
• Must be able to adjust priorities quickly as circumstances dictate.
• Must be able to be at work regularly and on time.
• Must be a dynamic self‑starter with demonstrated ability to work independently or in a group setting.
• A can‑do attitude, with attention to detail.
• Ability to type a minimum of 35 WPM with minimal errors.
• Must have good computer skills using Microsoft Office and the ability to use Axis departmental systems.
• Must be able to use office equipment (i.e. copier, fax, etc.).
• Willing to work in Pleasanton and other designated Axis health centers based on clinic needs.

Essential Duties/Responsibilities

• Organize provider’s work, delegating work to appropriate care team members.
• Train and on‑board assigned medical assistants, ensuring team members’ success.
• De‑escalate and resolve patient issues, grievances, and inquiries, as necessary.
• In collaboration with Axis leadership and the I.S. department, assist with workflow development and EPIC service/enhancement pack user testing.
• Use reporting tools and EHR (Electronic Health Record) to pre‑chart for patients scheduled for a visit, organize team huddles with provider and care team to troubleshoot care for patients.
• Track and follow up on referrals, test results, medication prior authorizations, patient pharmaceutical assistance, and other care coordination activities.
• Retrieve data on completed referrals, tests, and hospitalizations /ER visits, and adds relevant data into the EHR.
• Prepares forms for provider for pod patients (ex. disability applications, immunization reports, etc.).
• Utilize data from daily patient visit summary reports to generate quality improvement and outreach to patients.
• Identify patients’ needs for follow‑up, immunization, testing, examination, etc.
• Assist in the identification of patients eligible for programs and assist in enrollment, referral, or navigation to appropriate team members.
• Collaborates closely with RNs (Registered Nurse) to coordinate nurse visits, daily clinic workflow, and visit planning preparation.
• Fills open slots on providers’ schedules by calling list of patients who have not been in the past year for a physical or who are on a list of patients that need to come in for specific follow‑up.
• Run and analyze population health reports. Present findings in huddles and Quality Committee Meetings.
• Communicate and discuss quality improvement issues or best practices to care team members and within Monthly Quality Committee Forums.
• Outreach to patients for preventive care visits/follow‑ups via various communication portals.
• Greet patients and agency visitors, direct all individuals to the appropriate location and services, be courteous, polite, and helpful to the public and clients when representing Axis Community Health.
• Respect and maintain privacy and dignity of agency clients; assure client confidentiality per HIPAA regulations.
• Register patients according to agency protocols and schedule appointments according to established procedures.
• Assist patients in accurately completing appropriate forms and document all information according to Axis Community Health protocols.
• Provide clinical support services for the assigned department/provider.
• Prepare patients for examinations according to Axis protocols and document all findings and related information according to Axis protocols.
• Perform basic laboratory screenings according to agency protocols.
• Perform injections under the supervision of a Registered Nurse.
• Provide clerical support for the assigned department/provider, to include preparing patient records for visits, filing laboratory and other patient reports in the medical record, and maintaining all forms necessary for clinical services.
• Assist all clinical team members as requested within the scope of a Medical Assistant.
• Prepare the clinical area prior to the start of each clinic.
• Participate in trainings for implementation of new technology.
• Available and willing to participate in Saturday and evening rotation shifts as part of scheduling responsibilities.
• Assist with weekly Pod staffing schedules.
• Complete weekly vaccine count.
• Assist with staff training.
• Works cross‑functionally across all Axis clinic departments and independently manages the medical assistant schedule.
• Serves as the designated Safety Officer, ensuring compliance with health and safety regulations, conducting regular safety audits and drills, maintaining documentation, and leading staff training and safety protocols.
• Participate in staff meetings, attend other meeting and training events as assigned.
• May be required to perform other related duties, responsibilities and special projects as assigned.

Benefits

• Employer paid health, dental, and vision benefits to the employee.
• Option to participate in a 403(B) retirement plan with employer matching contribution.
• Partial educational reimbursement.
• 12 paid holidays.
• Accrued paid time off with each pay period.
• Employee discount programs.
• Colleague Referral Bonus Program.

Connect With Axis

Company Page: https://www.axishealth.org

Facebook: https://www.facebook.com/axiscommunityhealth

LinkedIn: https://www.linkedin.com/company/axis-community-health

Annual Gratitude Report: https://issuu.com/axiscommunityhealth/docs/gratitudereport2024

Physical, Cognitive, And Environmental Working Conditions

Work is normally performed in a typical clinic office work environment (and, in some cases, telecommuting sites). The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions of this position if the accommodation request does not cause an undue hardship. Physical: Occasionally required to carry/lift/push/pull/move up to 20lbs. Frequently required to perform moderately difficult manipulative tasks such as typing, writing, reaching over the shoulder, reaching over the head, reaching outward, sitting, walking on various surfaces, standing, and bending. Occasional travel to other Axis health centers and other occasional travel will be required. Equipment: Frequently required to use repetitive motion of hands and feet to operate a computer keyboard, telephone, copier, and other office equipment for extended periods. Sensory: Frequently required to read documents, written reports, and signage. Must be able to distinguish normal sounds with some background noise, as in answering the phone, interacting with staff etc. Must be able to speak clearly, understand normal communication, and be understood. Must be able to see clearly and have the ability to judge distances and spatial relationships to see objects where and as they actually are. Cognitive: Must be able to analyze the information being received, count accurately, concentrate and focus on the given task, summarize the information being received, accurately interpret written data, synthesize information from multiple sources, write summaries as needed, interpret written or verbal instructions, and recognize social or professional behavioral cues. Environmental Conditions: Frequent exposure to varied office (medical clinic/office) environments. Rare exposure to dust and loud noises.

Disclaimer

This job post is not necessarily an exhaustive list of all essential responsibilities, skills, tasks, or requirements associated with this position. While this is intended to be an accurate reflection of the position posted, Axis Community Health reserves the right to modify or change the requirements of the job based on business necessity.

Key Search Words

MA, Medical Assistant, Healthcare, Clinical Skills, Patient Care, Vital Signs, Phlebotomy, EKG, Medical Records, Administrative Support, Medical Office, Appointment Scheduling, Sterilization Techniques, CPR Certification, Electronic Health Records (EHR), Communication Skills, Teamwork, Multitasking, Patient Education, Medical Terminology, HIPAA Compliance, Laboratory Procedures, Medical Supplies Management, Insurance Verification, Patient History Interview, EPIC, EHR