Medical Assistant, Lead

Overview

The Lead Medical Assistant (Lead MA) provides advanced clinical and administrative support while serving as a leader and resource for medical assistant staff. This role ensures efficient clinic operations, promotes high-quality patient care, and supports departmental goals through coordination, training, and collaboration. The Lead MA functions both as a clinical expert and as a liaison between providers, staff, and leadership to enhance workflow, patient satisfaction, and operational excellence.

Responsibilities

Leadership, Training, and Operational Oversight 

• Participate in the implementation of Department and EVMS Medical Group policies and procedures.
• Promote the philosophy, goals, and objectives of EVMS and the Department of Physical Medicine and Rehabilitation.
• Collaborate with department leadership to maintain efficient clinic workflows.
• Serve as a designated Electronic Health Record (EHR) Super User for providers and staff.
• Oversee completion and processing of clinic documentation.
• Provide daily end-of-shift reports to department management.
• Perform regular audits, included but not limited to chart audits and procedure audits.
• Train and onboard new clinic staff on triage, workflows, tasks, and documentation.
• Monitor clinic operations and address workflow needs proactively.
• Attend clinic staff meetings, department meetings, and provider meetings as requested.
• Participate in quality improvement initiatives and educational activities.

Clinical Patient Care and Procedural Support

• Provide individualized patient care and education tailored to patient needs.
• Open and prepare charts for clinic visits.  
• Improve patient understanding of treatment options and care plans.
• Perform timely patient intake and rooming, including vital signs, medication reconciliation, review of pertinent clinical history, screening requirements, and preparation of the patient for the scheduled service. Ensures providers have complete and accurate information at the point of care and supports efficient patient flow.
• Support infection-prevention practices, medication/supply readiness, equipment checks, documentation requirements, and procedure-related logs within scope.
• Accurately obtain records from referring physicians, hospitals, laboratories, emergency departments, and radiology facilities.
• Support interventional spine, pain, musculoskeletal, and other office-based procedures through room preparation, equipment/supply setup, C-arm operation and workflow support, procedural readiness, patient positioning assistance, pre/post-procedure workflows, and room turnover.
• Clean, disinfect, and prepare reusable instruments, procedural equipment, and clinical areas in accordance with departmental protocols, manufacturer instructions, and established infection-prevention practices; ensure instruments and equipment are appropriately prepared and available for subsequent patient care.
• Prepare patients for examinations and procedures.
• Assist physicians with examinations and interventional pain procedures.
• Perform triage tasks, including escorting patients to treatment rooms.
• Draw blood and administer injections under the supervision of a Physician or physician assistant.
• Explain treatments and procedures to patients under the supervision of a Physician or physician assistant.
• Prepare medications and supplies within CMA scope and departmental protocols; verify availability and expiration dates; support inventory, storage, and patient-specific medication workflows.
• Collect and prepare laboratory specimens.
• Reconcile allergy lists, medication lists, and smoking status.
• Instruct patients on medications, treatments, and pre-procedure requirements.
• Maintain clean, stocked, appropriately equipped examination/procedure rooms; monitor inventory and expiration dates; initiate replenishment; and support cleaning, disinfection, and equipment readiness within scope.
• Facilitate referrals to consultants as directed by physicians.
• Assist physicians in addressing patient questions and concerns.
• Obtain and organize outside laboratory results, imaging reports/images, specialist notes, hospital records, operative reports, and other clinically relevant documentation before scheduled appointments.
• Provide physician-directed education and written instructions, reinforce pre/post-procedure instructions, coordinate follow-up, and escalate abnormal findings or clinical concerns appropriately.
• Monitor patient progression, anticipate provider and room needs, communicate workflow barriers, and coordinate room utilization to support provider productivity and minimize avoidable wait times.
• Maintain clean, stocked, appropriately equipped examination/procedure rooms; monitor inventory and expiration dates; initiate replenishment; and support cleaning, disinfection, and equipment readiness within scope.

Operational Support & Organizational Responsibilities 

• Receive and complete assigned tasks from providers.
• Provide clinical coverage during employee leave, call-outs, training, procedure blocks, and increased patient volume to prevent disruption of routine visits, procedures, patient communications, and provider schedules.
• Verify required referrals, authorizations, orders, and supporting documentation before visits and procedures and identify deficiencies early to reduce cancellations, delays, and non-billable encounters.
• Ensure efficient workflow and adherence to departmental standards.
• Support back-office administrative functions as required.
• Participate in staff meetings, educational lectures, and quality improvement initiatives.
• Perform other duties as assigned based on departmental needs.

Qualifications

Minimum Qualifications and Skills

EDUCATION

• Completion of a Medical Assistant program and certification; RMA or CMA required.
• Completion of BLS or other approved CPR courses required with recertification every 2 years.

EXPERIENCE

• Ability to balance multiple priorities and tasks required.
• Ability to make professional decisions under the supervision of the physicians and licensed nurses required.
• Professional interaction skills with physicians, outside offices, pharmacies, referring agencies, hospital personnel and support staff required.
• Excellent verbal and written communication skills required.
• Ability to read and comprehend all information required for this position required.
• Ability to calculate figures and amounts required for medication administration required.

Preferred Qualifications

EXPERIENCE

• At least two (2) years of clinical experience in a fast-paced ambulatory setting is preferred.
• Experience providing clinical support to a diverse patient population, including patients with complex medical, neurological, musculoskeletal, and functional conditions.
• Demonstrate the ability to safely and compassionately assist patients with varying levels of mobility, functional independence, and communication needs.
• Prior leadership experience preferred.

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