Medical Assistant (M.A.) / Specialty Care Coordinator

Job Description

Overview

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"To enhance the quality of life for men, women and children in the greater Los Angeles area through the provision of high quality, accessible and affordable healthcare services."

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We offer fantastic benefits, competitive pay, and a great family-oriented environment!

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We offer:

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• Medical Benefits - FHCCGLA pays 100% of employee's Kaiser; Anthem Blue Cross; Health Net; and United Health Care coverage (HMO Plan) subject to change during open enrollment.
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• 403 B - Through Mutual of America, the company matches up to 5% of employee's salary.
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• Dental Benefit - MetLife Only (HMO/PPO Plan).
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• 11 Holidays Observed.
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• 2 Floating Holidays
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• Vision Benefit -MetLife Plan.
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• 1 Birthday Holiday
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• Life Insurance - Accidental Death & Dismemberment; and Long-term Disability.
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• 7 Paid Sick Leave - 56 hours Full-Time
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• Paid Sick Leave – 40, Part-Time and Per-Diem
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• Employee Assistance Program
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• 2 weeks' Vacation
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• AFLAC Benefits
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This would be a great opportunity to make a difference with you onboard!

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JOB DESCRIPTION

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JOB TITLE: Medical Assistant (M.A.) / Specialty Care Coordinator

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DEPARTMENT: Nutrition, Immunization, Enhanced Care Management (ECM), &

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Medication Assisted Treatment (MAT)

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REPORTS TO: Registered Nurse (R.N.)

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POSITION OVERVIEW:

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The M.A. / Specialty Care Coordinator functions as a core member of the Nutrition & Vaccine Departments as well as the Enhanced Care Management (ECM) & Medication Assisted Treatment (MAT) programs by working with FHCCGLA's collaborative care teams to provide direct patient care support and administrative coordination (e.g., scheduling, productivity, patient contact efforts for follow-up, no-shows, etc.) to ensure efficient clinic operations and high-quality patient services. This role performs clinical M.A. duties, including patient intake, vital signs, medication and vaccine administration, and execution of provider orders.

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This position is specifically assigned the following Departments & Programs:

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• Nutrition Department;
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• Vaccine Department (backup);
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• Enhanced Care Management (ECM); &
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• Medication Assisted Treatment (MAT)
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Responsibilities

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• GENERAL M.A. DUTIES / RESPONSIBILITES:
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• Works in conjunction with FHCCGLA's collaborative care team within each specialty to identify, initiate and implement measures to deliver the best high-quality care to patients and improve services.
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• Prepares patients for examinations and treatments.
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• Obtains and documents patient vital signs, medical histories, chief complaints, etc.
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• Performs patient intake and rooming procedures according to clinic protocols.
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• Maintains accurate and timely documentation in the Electronic Health Record (EHR).
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• Educates patients regarding medications, treatment plans, preventive care, and follow-up instructions.
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• Maintains infection control standards and ensure exam rooms and equipment are properly stocked and sanitized.
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• Monitors and reports patient concerns, abnormal findings, and urgent clinical issues to providers.
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• Coordinates scheduling and patient appointments.
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• Facilitates communication among providers, care teams, patients, and community partners.
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• Tracks referrals, authorizations, appointments, and program participation to ensure continuity of care.
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• Assists patients in accessing services and resources.
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• Monitors specialty department schedules, productivity metrics, appointment availability, patient volume, no-show rates, and referral completion to help ensure optimal program performance and utilization to support workflow efficiency.
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• Maintains accurate records and reporting related to coordinated programs.
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• Collaborates with the specialty teams to identify opportunities for improving patient access, scheduling efficiency, and overall productivity.
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• Undertakes continuous learning and growth opportunities by attending applicable trainings, seminars, conferences, in-services and educational sessions to maintain competency skill set current and remain knowledgeable with regards to best practices and industry standards of care.
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• Supports specialty services & program growth by conducting patient outreach, appointment reminders, follow-up calls, and care coordination activities aimed at increasing patient engagement, retention, and participation in treatment services.
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• Responds efficiently and timely to all patients and provider staff needs and inquiries.
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• Responds to emergencies to fill gaps as an M.A. at all sites when feasible and does not interfere with vaccine coordination activities (includes helping with vitals, EKG, ear lavage, pharmacy coverage, optometry, etc.)
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• Ensures excellent customer service to all FHCCGLA patients.
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• Participates in outreach activities within the surrounding communities (i.e. schools, health fairs, community organizations, etc.) in efforts to promote and increase immunizations. May include occasional evenings and weekends
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• Works with the operations managers to manage patient scheduling and flow to address bottlenecks, scheduling issues, etc.
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• Handles patient grievances according to FHCCGLA's Policy & Procedures.
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• Assists in developing, updates & reviews of FHCCGLA Policies & Procedures (P&P's) as needed (with input from all other key personnel).
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• Ensures HIPAA compliance by maintaining strict confidentiality of all patient data and E.H.R./Practice Management System (PMS) according to regulations and FHCCGLA's P&P's.
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• Tracks and reports productivity data to comply with FQHC coding requirements and Managed Care Plan auditing and billing specifications.
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• Attends/Participates in the following meetings/trainings:
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• Mandatory Quarterly Staff Meeting/Trainings (during employment)- Quarterly (Jan., Apr., Jul. & Oct.- may be subject to change).
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• Other pertinent meetings- as advised by supervisor and scheduled
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• Remains informed of:
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• Current legal and regulatory changes related to scope of practice.
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• Specific programs/payors, insurances accepted, and services offered at FHCCGLA.
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• All applicable Policies & Procedures.
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• Travel is required to visit all FHCCGLA sites as needed.
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• All other duties as assigned (may be modified as business needs dictate).
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Nutrition Related Duties / Responsibilities

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• Follows and carries out provider orders and referral processes.
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• Provides care coordination & clinical support
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• Establishes a smooth internal workflow to seamlessly intake patient referrals into specific nutrition tracking cohorts (e.g., gestational diabetes or pediatric wellness programs).
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• Records medical nutrition therapy (MNT) interventions, goal achievements, and social barriers to health within the EHR according to health center metrics.
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• Tracks and reports data related to HRSA Uniform Data System (UDS) metrics, particularly focusing on adult/pediatric weight management and A1c tracking.
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• Coordinates deliverables, collects metrics, and draft progress updates for nutrition-specific grants (e.g., HRSA quality grants, USDA programs, or local foundations).
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• Conducts peer-led in-service training for medical assistants on basic nutritional screening tools and cultural competencies.
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• Promotes current partnerships with local food banks, community-supported agriculture (CSA) initiatives, and "Food is Medicine" programs.
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• Connects eligible patients directly with federal nutritional assistance programs like SNAP and WIC, actively reducing food insecurity barriers.
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• Coordinates and facilitates group nutrition classes using low-literacy, multi-lingual, and culturally humble frameworks targeted to the clinic's specific demographic.
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• Performs proactive patient contact attempts regarding "no-shows", and to follow-up and re-engage patients as needed.
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• Track performance metrics to ensure patients with diabetes are consistently routed to registered dietitians for specialized care.
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Immunization Related Duties / Responsibilities

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• 1. Administers vaccines to both adults and children within their scope of practice and as ordered by FHCCGLA's licensed medical providers.
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• Follows and carries out provider orders, including laboratory, diagnostic, and referral processes.
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• Serves as backup immunization coordinator for the Vaccine Department for all 6 FHCCGLA locations.
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• Assists with vaccine scheduling & inventory tracking as needed.
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• Ensures compliance related to vaccine storage, handling, and documentation requirements based on the following:
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• Vaccines for Children (VFC) & Vaccines for Adults (VFA)- Staff can view a centralized summary of regional mandates on the EZIZ Hub:\n
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  • https://eziz.cdph.ca.gov/programs/vfc/requirements/ ; or
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  • https://eziz.cdph.ca.gov/programs/vfa/resources/
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• Centers for Disease Control & Prevention (CDC)-
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• https://www.cdc.gov/vaccines/hcp/storage-handling/index.html
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• Health Resources & Services Administration (HRSA)- Evaluates operational site compliance, clinical quality, and health center program requirements for FQHCs.
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• CAIR - ensure Provider ID, Funding Source Code, Vaccine Eligibility Code, and NDC are documented accurately in CAIR, for every dose administered, to yield the most accurate data on the multi-line (vaccine) ordering form in myCAvax.\n
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  • https://www.cdph.ca.gov/Programs/CID/DCDC/CAIR/pages/cair-updates.aspx
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