Medical Assistant Supervisor

The Brien Center for Mental Health and Substance Abuse Services, Inc.; Pittsfield (MA); On-site; USD 40,000 - 55,000; Full time

Job summary

The Brien Center for Mental Health and Substance Abuse Services, Inc. is seeking a supervisory medical assistant in Pittsfield, Massachusetts. This role involves supervising and training medical assistants, managing client appointments, and ensuring compliance with healthcare regulations. Candidates should have a high school diploma or equivalent, along with substantial experience in a medical office setting and proficiency in computer skills. The role requires professional communication and the ability to maintain confidentiality in a fast-paced environment.

Qualifications

• Minimum 4 years of prior experience in a medical office, with 2-3 years in a managerial role preferred.
• Valid driver’s license and use of personally insured vehicle for agency business.
• Certified Medical Assistant preferred.

Responsibilities

• Supervise agency medical assistants and provide backup coverage.
• Interview, hire, and train new medical assistants.
• Schedule client appointments and manage medical charts.

Skills

Professionalism

Proficient computer skills

Ability to manage multiple projects

Teamwork

Ability to work in a fast-paced environment

Education

High School diploma, GED or Associate’s degree

Job description

Job Summary

Supervises agency medical assistants, providing back‑up floating medical assistant coverage as needed, schedules client appointments, and manages medical charts and related information.

Essential Job Functions

• Adheres to all applicable state and federal regulations; ensures compliance with the organization’s policies and procedures, code of conduct, and all applicable regulatory requirements.
• Interviews, hires, and trains new medical assistants.
• Provides bi‑weekly/monthly supervision of medical assistants.
• Oversees management and distribution of phone call volume for nursing (i.e., when nursing is transitioning into new positions or short‑staffed).
• Routes medication refill request overflow for four facilities.
• Ensures accuracy of alternative outcomes for all provider appointments.
• Manages time off requests fairly to ensure balance of coverage.
• Screens incoming phone calls for medical staff members and ensures prompt attention to any message left for medical staff members. Makes every effort to return phone calls on the same day received.
• Schedules medical staff member appointments according to the scheduling policy, including any client services transactions, meetings, and time off, when applicable.
• Distributes Massachusetts Awareness Prescription Assessment Tool (MassPATs) to medical staff.
• Serves nursing in the completion of prior authorization documents, when necessary.
• Obtains lab results at the request of medical staff.
• Procures both urine and oral swap toxicology screen collections.
• Collaborates with medical staff members and clients with referrals to other agencies for additional support services, when appropriate.
• Serves as point of contact for insurance companies, when applicable, to secure any necessary authorization related to paperwork.
• Establishes clients with non‑emergency transportation (PT1) access and schedules rides, when appropriate.
• Responds to patients with general medication questions, prior authorizations, and renewals. Connects clients with nursing for more complex issues.
• Prepares pertinent client refill request information and distributes to the appropriate nurse.
• Monitors vitals per request of medical staff member.

Qualifications

• High School diploma, General Equivalency diploma (GED) or Associate’s degree.
• Minimum 4 years of prior experience working in a medical office with 2-3 years of prior office manager experience preferred.
• Certified Medical Assistant preferred.
• Proficient computer skills.
• Demonstrated ability to work with diverse communities and support diversity, equity, and inclusion initiatives.
• Ability to maintain professionalism and confidentiality.
• Ability to work as part of a team.
• Ability to work in a fast‑paced environment.
• Ability to manage multiple projects simultaneously with a high regard for detail and accuracy.
• Ability to manage multiple telephone lines.
• Ability to enter information timely and accurately.
• Ability to learn electronic medical record systems.
• Valid driver’s license and use of personally insured vehicle for agency business.