Clinical Support Services Manager-Full-Time (M-F)-Fountaingrove Cardiology

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*Northern California Medical Associates is an Equal Opportunity Employer

JOB TITLE: Clinical Support Services Manager

GENERAL SUMMARY OF DUTIES: Provides management and administrative oversight of the medical assistants and communications department.

SUPERVISION RECEIVED: Reports directly to the Director of Cardiovascular Services.

SUPERVISION EXERCISED: Exercises general supervision over medical assistants and Communications Supervisor.

TYPICAL PHYSICAL DEMANDS: Requires full range of body motion including handling and lifting patients, manual and finger dexterity and eye-hand coordination. Involves standing and walking. Occasionally lifts and carries items weighing up to 100 pounds. Requires normal visual acuity and hearing. Requires exposure to bodily fluids.

TYPICAL WORKING CONDITIONS: Frequent exposure to communicable diseases, toxic substances, and ionizing radiation, medicinal preparations and other conditions common to a clinic environment.

FUNCTIONAL DUTIES: (This list may not include all of the duties assigned.)

  • Trains/Orients medical assistants including but not limited to clinic policies review, EMP procedures, and pharmacy operations.
  • Provides operational oversight of the communications department.
  • Works with Communications Supervisor to train/orient staff and troubleshoot problems as they arise.
  • Manages department personnel in accordance with clinic, governmental and other regulatory standards.
  • Designs work schedules, hours, and duty assignments. Assesses staff patterns and recommends changes.
  • Reviews and approves time and attendance records of assigned personnel.
  • Assists physicians with pharmacy and patient care issues as needed.
  • Maintains efficiency with patient throughput within assigned departments.
  • Manages daily clinic flow for physicians and technicians.
  • Ensures patients are roomed in timely manner, confirms doctors schedules and addresses patient care issues.
  • Troubleshoots clinical service delivery problems as they arise.
  • Oversees all cardiovascular pharmacy needs including prior authorizations for medications, patient assistance medication forms and medication refills.
  • Maintains medical assistant and communications department personnel schedules.
  • Maintains updated schedule for Stanford Adult Congenital Clinic and PQRS data entry.
  • Collaborates with department supervisors (Scheduling, Nursing, Echo and Nuc) in a functional manner to help promote efficiency and quality of patient care within the clinic.
  • Complete all necessary patient care paperwork including DMV, FMLA, and Disability.
  • Maintains relationships with outside vendors for effective patient care.
  • Stays informed of new cardiac medications and provides training to medical assistants as needed.
  • Promotes effective communication and relationships with all NCMA Cardiology offices.
  • Provides assistance/back up to meet operational needs when required.
  • Orders all clinic medical supplies to maintain optimal supply levels and fiscal prudence.
  • Consults with Director of Cardiovascular Services concerning administrative issues and problems as they arise.
  • Participates in the development of departmental goals and objectives and recommends departmental policy and procedural changes when needed.
  • Works with section Director and Medical Director as needed for large scale projects.
  • Attends required meetings and participates in committees as requested.
  • Participates in professional development activities and maintains professional affiliations. Attends conferences and workshops.
  • Maintains patient confidentiality.


Knowledge, skills, and abilities: Knowledge of management and nursing organization in theory to supervise the operation of the nursing department. Knowledge of the principles and practices of employee development to train, delegate and mentor staff. Knowledge of medical safety practices and standard requirements to evaluate existing standards and implement new procedures. Knowledge of the principles, methods and techniques of the scope of a Medical Assistant. Skill in anticipating and reacting calmly to emergency situations. Skill in identifying problems and researching and recommending resolutions. Skill in preparing records, writing reports, and responding to correspondence. Skill in developing and maintaining department quality assurance. Skill in exercising a high degree of initiative, judgment, discretion and decision-making. Skill in establishing and maintaining effective working relationships with patients, medical staff, and the public. Ability to establish quality standards. Ability to plan, prioritize, organize and direct the work of others. Ability to communicate clearly.

Education: Graduate of an accredited Certified Medical Assistant program.

Experience: Three years professional medical assistant experience including at least one year of supervisory experience.

Certificate/License: Possession of a State Certified Medical Assistant license.


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