Senior Medical Assistant, Categorical
Job Opening Date:
July 11, 2022
Job Closing Date:
Pay Grade, for more information click on this link:
Pay Rate Type:
Monday - Thursday; Friday
8:00 am - 5:00 pm; 7:00 am - 4:00 pm (Schedule and shift are subject to change in accordance with department needs)
Hours Per Week:
Percentage of Employment:
Months of Employment:
Starting salary at $4,810 per month
Resume, Cover Letter, Current and Valid Medical Assistant Certificate, Valid First Aid Certificate, and Valid CPR/AED Certificate; LVN Certificate and Phlebotomy Technician Certificate optional
C.S.E.A. Classified Bargaining Unit Salary Range 124
Initial Screening Date: August 29, 2022
This position is categorically funded. Employment in this position is contingent upon funding by the Student Health Center.
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
Under direction from the appropriate level manager or administrator, perform specialized front office and back-office functions in support of the Health and Wellness Center (HWC) at Saddleback College/Student Health Center (SHC) at Irvine Valley College; screens callers and visitors; assists with budget, contract, and time entry activities; schedules appointments; maintains patient records; and assists medical staff with health-related programs, exams, back-office duties, and medical inventory; utilize computerized information systems to perform job duties. Perform phlebotomy and immunizations, along with other medical procedures that are typical for a Medical Assistant/LVN. May receive functional and technical direction from higher level staff, as well as Physicians, Nurse Practitioners, Physician Assistants, and Registered Nurses; serves as lead to lower-level office staff, providing function and technical direction.
This is the advanced journey level class within the Medical Assistant series. Employees within this class are distinguished other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series, including assuming responsibility for coordinating and overseeing the front and back-office activities of the HWC/SHC, serving as the functional and technical office lead, and serving as the primary contact person for problems and issues related to office activities and functions. Employees at the Senior Medical Assistant level are required to be fully trained in all procedures and fully aware of all policies related to the assigned area of responsibility.
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Assume responsibility for the front and back-office functions of the HWC/SHC at an assigned campus; ensure appropriate staffing and optimum services to students, staff, faculty, and visitors to the college; participate in developing and updating policies, procedures, and standard orders; prioritize office clerical assignments and projects.
Participate in the administration of the assigned HWC/SHC; maintain records and prepare reports related to HWC/SHC activities; design and revise forms for efficient office use; update forms to comply with current health laws and CDC directives.
Participate in the planning and coordination of HWC/SHC programs, activities, and clinics, using knowledge of medical terminology and procedures.
Coordinate and participate in communications with outside agencies, including health care providers and EMS personnel, as necessary to maintain professional HWC/SHC operations; coordinate outside laboratory billing processes; communicate with healthcare agencies regarding current services and appropriate referral information; contact drug company representatives to request prescription samples; coordinate emergency personnel as directed.
Provide medical assistance to registered nurses, nurse practitioners, physician assistants and medical doctors using universally accepted procedures; administer basic comfort measures to injured and ill persons, assist in performing medical observations and screening tests; reinforce RN/NP/PA/MD teaching and instructions; prepare and maintain examination rooms and other areas by cleaning and setting up equipment, keeping rooms stocked with supplies, and preparing examination tables; obtain patient vital signs such as temperature, weight, blood pressure, and pulse; assist with physicals; provide medications and injections as directed; sterilize instruments and other medical equipment; draw blood for completion of ordered tests; collect specimens; clean and dress wounds; assist medical personnel with emergency care and equipment, administer first aid, CPR and AED, when necessary; contact/print laboratory and/or diagnostic imaging services for patient test results; implement policies and procedures for disinfection and handling of contaminated waste or equipment; follow standardized precautions when handling hazardous waste.
Serve as initial contact for assigned area; provide a high level of customer service; greet and assist students, faculty, staff, and the general public; respond to routine questions and requests for information; convey messages; refer callers to appropriate staff for further assistance as needed; communicate information where judgment and knowledge of policies and procedures are required.
Alert clinical staff of patient’s arrival or other patient needs as appropriate; address student crisis situations by following pre-established clinical procedures; assist in coordinating communication and activities with other departments and entities to exchange legally permissible health, safety and well-being information.
Inspect documents, forms and records for accuracy and completeness; process a variety of forms and documents according to established procedures; ensure conformance to established guidelines and standards; assist patients in accurately completing appropriate medical forms and documents for the required information; accurately scan various medical records to patient charts; assist in completing documentation, filing, recording, and reporting of results; verify and update information in the electronic system and on patient forms; maintain, upload, add, and complete the current EMR system within the HWC/SHC for each patient; purge records according to established retention schedules.
Maintain student accident insurance records; provide claim forms and other necessary incident report forms; assist with processing forms to the appropriate entities within established guidelines; assist students with inquiries regarding insurance billing concerns; coordinate with the appropriate offices to expedite claims and resolve problems; initiate and process student insurance claims, including the completion and filing of required forms, notifying medical providers of patient needs, and assisting with the referral of injuries; assist students with obtaining follow up care with private physicians, dentists, clinics, and other community resources.
Respond to subpoena requests on HWC/SHC patients per policy; provide copies of medical records when approved by manager, TB tests, immunizations, and related items to patients following policy and procedures; provide medical records to other agencies as requested and after appropriate release/waivers, and approvals have been signed.
Ensure compliance with and abide by all health office, state, and federal policies, laws, rules, and regulations; adhere to all confidentiality practices, guidelines, and regulations, including those required by HIPAA guidelines/regulations.
Assist with HWC/SHC education and promotion programs; assist with providing health education information to students and staff; maintain supplies of health information packets, pamphlets, health insurance information, and other materials; participate in health education programs including substance abuse program, health fairs, and other related projects; may assist in preparing a variety of documents for publications and marketing pieces including brochures, flyers, event programs, and related materials; order brochures, applications, and forms as necessary; receive, sort, and deliver materials.
Oversee office and medical supplies inventory; maintain adequate levels of supplies, equipment, and pharmaceuticals, and order when needed, according to established procedures.
Monitor, maintain, and ensure proper maintenance, cleanliness, and sanitation of front office, examination rooms, medication/lab rooms and other HWC/SHC areas; ensure an orderly work environment; assure compliance with established safety procedures and regulations; seek to resolve any disruptive behavior; refer unresolved problems to supervisor; may call Campus Police in emergency situations.
Monitor radio/phone transmission to maintain contact with safety personnel and medical staff.
Perform administrative support duties to assist the administrator in meeting reporting requirements, functional responsibilities, and objectives; relieve assigned administrator and other staff of a variety of clerical, technical, and administrative details; coordinate the office work of the assigned area; develop schedules related to division/department activities and services; maintain assigned calendars, schedules, and appointments; coordinate and arrange meetings; coordinate activities with other divisions and departments. review, update, and inform the administrator and others of essential timelines; coordinate the flow of activities through the office in relation to priorities and schedules; assure the timely completion of work in accordance with established policies, procedures, and standards.
Compile and maintain data for various records; maintain accurate and up-to-date files and records; develop and monitor various logs, accounts, and files for current and accurate information; verify accuracy of information, researching discrepancies and recording information; organize and maintain filing systems; perform time entry tasks.
Operate a variety of office equipment and machines; learn to use new technology as necessary to perform duties; utilize electronic technology to correspond with others and to maintain assigned calendars, schedules, and appointments; coordinate and arrange meetings; utilize various computer applications and software packages.
Type, word process, and proofread a variety of documents and forms including general correspondence, agendas, reports, and memoranda; disseminate information as appropriate; utilize various computer applications and software packages; prepare and generate reports.
Route and distribute incoming mail and other materials; prepare outgoing mail and packages; assist with daily activities to assure efficient operations.
Compile and maintain data and information for statistical analysis; compile information for reports and summaries each semester including those regarding HWC/SHC utilization; distribute reports as appropriate.
Participate in updating the departmental website, as required.
Maintain current knowledge and stay up to date on HWC/SHC requirements; attend and participate in trainings, meetings, workshops, and conferences; learn new state and federal laws, rules, and regulations pertaining to health centers; participate in the development of new/revised procedures to accommodate changes; maintain working knowledge of standard operating procedures of health centers; attend and participate in diversity, equity and inclusion trainings and events. Maintain compliance with online coursework and other mandatory trainings and certifications (i.e., FERPA, HIPAA, CPR/First Aid, etc.) as directed by supervisor.
Assist with the preparation and monitoring of the HWC’s/SHC’s annual budget; monitor and balance assigned budget accounts; transfer funds as necessary and resolve budget issues; deposit revenue received including fees collected for medication and laboratory tests; audit invoices from vendors to ensure proper tests were administered and charges are accurate; forward to accounts payable for payment; post, monitor, and track invoices and other expenditures; prepare purchase requisitions, check requests, contracts, and claims for reimbursement of special funds related to assignment; assist with time entry activities.
Attend a variety of meetings, workshops, conferences, presentations, and training sessions as required; maintain compliance with mandatory trainings and certifications (i.e., FERPA, etc.) as directed by supervisor; attend and participate in diversity, equity and inclusion trainings and events.
Provide functional and technical training, guidance, and work direction to lower-level staff and student workers.
Establish and maintain cooperative working relationships with students, staff, and faculty, as well as various outside groups associated with or servicing the program to ensure efficient, effective, and correct implementation of departmental objectives; serve as liaison, and assist with the coordination of services, functions, and activities with other College/District departments, including those at off-site locations and strategic partners; facilitate communications between assigned supervisor, other administrators, students, academic and classified staff, other offices, educational institutions, public agencies, and the general public; interact and relay information, questions, and decisions regarding area of assignment.
Perform related duties as required.
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Standard medical assistant principles, procedures, techniques, and practices, including procedures for injection administration and phlebotomy; First Aid, CPR, and AED procedures; emergency procedures and proper radio communication; Emergency Medical System (EMS) activation procedures.
Philosophy, operational characteristics, services, activities, goals, and objectives of the HWC/SHC; eligibility requirements; specialized functions, activities, operations, rules, regulations, requirements, and restrictions related to the health and wellness center; terminology, techniques, equipment, materials, principles, theories, practices, and procedures related to the health and wellness center.
Information and research resources available related to health and wellness centers.
Work organization and current medical office practices, procedures, terminology, methods, and equipment, including computer hardware and peripherals, devices, and applications; applicable software applications such as word processing, desktop publishing, spreadsheets, inventory tracking, and databases; principles and procedures of business letter writing.
Principles, practices, and procedures of safety and sanitation requirements related to health care facilities and equipment; sterilization techniques and medical waste disposal procedures.
Use, care, and storage of equipment, materials, and supplies used in a medical facility.
Principles and techniques used in providing a high level of customer service and public relations including methods and techniques of proper telephone etiquette.
Techniques to facilitate effective interaction with people on an individual or group basis; interpersonal skills using tact, patience, and courtesy.
Effective written and oral communication skills including correct English usage, grammar, spelling, punctuation, and vocabulary.
Pertinent federal, state, and local laws, codes, and regulations, including FERPA, HIPAA, and the Americans with Disabilities Act; confidentiality requirements when dealing with personal and sensitive student information; confidentiality requirements applicable to patient health reports and records.
Diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds; institutional and community resources available to assist a diverse student population; needs of students with disabilities or requiring special services,
Basic mathematical, data collection, and research concepts, principles, and practices.
Processes, procedures, and practices of budget and contract preparation and administration.
Principles, practices, requirements, and procedures of records management, EMR usage including those related to maintaining filing systems and charting.
Principles, practices and procedures of fiscal, statistical, and administrative research and report preparation.
Occupational hazards, health, and standard safety policies and procedures applicable to a health and wellness center, including applicable OSHA rules and regulations.
Principles and practices of providing training, work direction, and guidance to lower-level office staff and student workers.
District and College organization, services, programs, operations, policies, and objectives.
Organize, coordinate, perform, and oversee specialized medical office support and clerical duties and activities of a general and specialized nature in support of the HWC/SHC, including screening callers and visitors, scheduling appointments, and maintaining health records and information.
Triage medical situations and differentiate between medical emergency and non-emergency situations.
Operate a variety of medical equipment such as stethoscope, sphygmomanometer, microscope, autoclave, centrifuge, scales, and a variety of diagnostic test kits.
Conduct various medical screening tests; perform phlebotomy and administer injections.
Remain calm and appropriately respond to emergency situations; administer First Aid, CPR, and AED.
Communicate clearly and concisely, both orally and in writing in English; use correct English usage, grammar, spelling, punctuation, and vocabulary; understand and follow oral and written directions in English; listen actively and effectively.
Interact extensively with and respond to requests and inquiries from students, faculty, staff, and public; respond appropriately to the health needs and requests and inquiries; effectively present information in person, electronically, or on the telephone to students, staff, or the public; provide excellent customer service.
Develop, maintain, and foster effective working relationships involving interactions and communications personally, by phone, and in writing with a variety of individuals and/or groups from diverse backgrounds on a regular, ongoing basis.
Exercise good judgment, discretion, and personal initiative in resolving confidential, difficult, and sensitive situations, according to established policies and procedures; use sound judgment in recognizing scope of authority; maintain critical and sensitive information, records, and reports confidentially.
Operate office equipment including hardware, software, and devices supporting word processing, database management, and spreadsheets; type or enter data at a speed necessary for successful job performance; maintain accurate filing, record keeping, and tracking systems; apply excellent organization skills and attention to detail; compose and prepare correspondence and memoranda; maintain filing systems; prepare documentation, reports, and other written materials.
Learn and understand the organization and operation of the assigned department as necessary to assume assigned responsibilities; understand, interpret, explain, and apply administrative and office policies and procedures as well as pertinent laws, regulations, and ordinances; work within the policies, functions, and requirements of area of assignment.
Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
Work effectively under pressure with frequent interruptions and a high degree of public contact on a variety of tasks concurrently while meeting established deadlines and changing priorities; concentrate on detailed tasks for extended periods of time; work confidentially, independently, and collaboratively.
Assess situations, analyze problems, identify alternative solutions, project consequences of proposed actions, and adopt effective courses of action.
Operate and ensure proper functioning of two-way radio equipment used to communicate with staff and campus safety.
Maintain the cleanliness, sanitation, safety, and organization of assigned area; ensure adherence to safe work practices and procedures; monitor activities in assigned area and enforce policies for proper use and behavior.
Participate in the preparation and administration of assigned contacts and budgets.
Perform arithmetic calculations quickly and accurately.
Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
Effectively utilize technology and equipment in the performance of duties; adapt to changing technologies and learn functionality of new equipment and systems.
Maintain an adequate inventory of materials for assigned program.
Provide training, functional and technical work direction, and guidance to assigned staff and student workers.
Assist others in locating appropriate resources; provide assistance to others on matters related to assigned area.
Participate in trainings and meetings on-site and off-site as required.
Report to work on a regular and consistent basis, as scheduled, to assigned job.
Work some evening/weekend shifts, as required.
EDUCATION AND EXPERIENCE GUIDELINES
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Graduation from high school or equivalent and completion of an accredited Medical Assistant or LVN Training Program.
Three years of increasingly responsible experience as a Medical Assistant or LVN, including both front and back-office duties in a medical office, clinic, or hospital setting. Must include performing phlebotomy and administering injections. Experience in a public health agency, school health, or equivalent preferred.
Licenses, Certificates, and/or Other Requirements:
Current, valid Medical Assistant Certification from a medical assistant certifying organization approved by the Medical Board of California or acceptable national board certification.
Preferred: Licensed Vocational Nurse Certification from a certifying organization approved by the Medical Board of California or acceptable national board certification.
A valid First Aid Certificate or its equivalent issued by the American Heart Association.
A valid certificate in Cardiopulmonary Resuscitation/Automated External Defibrillators issued by the American Heart Association.
A valid Phlebotomy Technician Certificate is desirable.
A valid California driver’s license and proof of insurability is required to drive a District or personal vehicle to attend meetings or pick up/deliver documents or other materials.
WORK ENVIRONMENT AND PHYSICAL DEMANDS
The conditions herein 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 job functions.
Work is performed primarily in a health clinic. Occasional response to any on-campus site during clear or inclement weather. Exposure to communicable diseases and other illnesses; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, academic and classified staff, and others. At least minimal environmental controls are in place to assure health and comfort.
Primary functions require sufficient physical ability and mobility to work in a clinical setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to assist in lifting or moving patients; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.
SPECIAL COVID-19 NOTICE:
Interviews may be held in-person (following all necessary precautions) or in a virtual format. Employees must reside in California while employed with the South Orange County Community College District (SOCCCD), even during remote work. Thank you for your continued interest in working at the SOCCCD.
The SOCCCD is committed to protecting the health and wellbeing of students, faculty, staff, administrators, and the communities it serves. The Board of Trustees voted to require COVID-19 vaccinations for all students, employees, and volunteers with allowances for medical exemptions and sincerely held religious beliefs as defined by law. More information can be found on our District website by visiting https://www.socccd.edu/about/about_covid-19.html.
NOTICE TO ALL CANDIDATES FOR EMPLOYMENT:
The Immigration Reform and Control Act of 1986, Public Law 99-603, requires that employers obtain documentation from every new employee which authorizes that individual to accept employment in this country.
A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status.
Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS
If you require special accommodations in the application and/or selection process, please notify District Human Resources at least two (2) business days prior to the Job Close Date/Initial Screening Date, by either calling (949) 582-4850 or sending an e-mail to email@example.com.
Report to work on a regular and consistent basis, as scheduled, to assigned job.
CAMPUS CRIME AND SAFETY AWARENESS:
Information regarding campus crime and safety awareness can be found at www.saddleback.edu or www.ivc.edu. Paper copies are available in the District Human Resources office upon request.
DIVERSITY, EQUITY, INCLUSION, AND EQUAL EMPLOYMENT OPPORTUNITY (EEO):
The South Orange County Community College District is committed to creating an academic and work environment that fosters diversity, equity and inclusion and equal opportunity for all, and ensures that students, faculty, management and staff of all backgrounds feel welcome, included, supported, and safe. Our culture of belonging, openness, and inclusion, makes our district a unique and special place for individuals of all backgrounds.
Our District and our colleges are looking for equity and inclusion-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to the understanding of diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present within our community. When you join our District, you can expect to be part of an exciting, thriving, equity-focused, and inclusive community that approaches higher education with the lens of social justice and collaboration among students, faculty, staff, administration, and community partners. In deciding whether to apply for a position with our District, you are strongly encouraged to consider whether your values align with our District’s mission and goals for EEO, Diversity, Equity, and Inclusion.
SOCCCD IS AN EQUAL OPPORTUNITY EMPLOYER
Important: You must make sure that you have completed your application for a posting by 11:59 p.m., Pacific Time, on the posting's Job Close Date, along with any required documents, in order to be considered for the position.
Applicants must complete all fields/sections on the application. Do not type "See Resume" or leave any fields blank. Applicants must enter their work experience, education, etc. on the District application. Applications reflecting "See Resume" will be considered incomplete and will not be considered for recruitment.