Lead Medical Assistant

Our Core ValuesThe culture at Prism Health North Texas is built on our shared Core Values. We make hiring, firing, promotion and performance review decisions based on these values and behaviors, so it is important that you also share these Core Values:

• We are solution seekers. The organization’s founders found solutions even during the AIDS crisis of the 80’s; we remain proactive, thrive on change, and always willing to take the lead.
• We have a can-do attitude. We are flexible, agile, and never say, “It’s not my job.” We always seek growth, and we are never late but always willing to stay late to see the last patient.
• We are mission driven. We are committed to health equity; recognize all contributions are meaningful and valued. It is never about the me or I, but about the we.
• We care about people. We celebrate diversity, equity, and inclusion; we are kind and practice acts of kindness, all in service to our patients and each other.

The Lead Medical Assistant (Lead MA) supports the delivery of high-quality, compassionate, and culturally responsive care in a Federally Qualified Health Center Look-Alike serving a diverse patient population across the lifespan. The Lead Medical Assistant performs all duties of the Medical Assistant role while serving as a clinic-based leader, preceptor, and example of strong clinical performance.

The Lead MA supports providers, Medical Assistants, Patient Service Representatives, and Clinic Managers to promote efficient patient flow, accurate documentation, safe medication and vaccine handling, and consistent adherence to clinic processes. This position serves as the primary preceptor for new Medical Assistants and supports remedial education when workflow, documentation, inventory, or skill gaps are identified. The Lead Medical Assistant also helps monitor and maintain appropriate inventory levels of clinical supplies, medications, vaccines, and point-of-care testing materials to support safe, efficient clinic operations.

Responsibilities

Core Responsibilities of the Position:

Clinical & Patient Support

• Room patients and obtain accurate vital signs, medical and social histories, medication reconciliation, and chief complaint documentation.
• Prepare patients for examinations and assist providers during procedures by chaperoning, handing them instruments or materials, or performing tasks such as giving injections or removing staples or sutures.
• Administer and document medications and vaccines per provider order.
• Perform point-of-care testing (e.g., glucose, strep, pregnancy, rapid HIV testing).
• Collect biological specimens from patients.
• Perform basic wound care and dressing changes.
• Operate medical equipment.
• Assist with pediatric, adult, geriatric, reproductive, and preventive health services.
• Reinforce provider education regarding medication adherence, chronic disease management, and preventive care.
• Process prescription refills in accordance with provider orders and clinic protocols.
• Maintain infection control standards and ensure exam rooms are properly stocked and sanitized.
• Clean and sterilize instruments and dispose of contaminated supplies.
• Identify patient care, workflow, or documentation concerns and escalate concerns along with proposed solutions to the Clinic Manager.

Documentation, Quality, and Compliance

• Provide complete, accurate, and timely documentation of all care activities and communications within the electronic health record (EHR).
• Scan and upload all paper records of care collected during visits or provided by patients from outside sources.
• Maintain compliance with HIPAA and organizational confidentiality policies.
• Support quality improvement initiatives.
• Support chart preparation, vaccine review, and clinical workflow preparation in coordination with providers, and other members of the care team.
• Participate in chart audits, skills checks, workflow reviews, and quality improvement activities as assigned.
• Report documentation concerns, patient safety concerns, medication concerns, vaccine concerns, or workflow failures to the Clinic Manager and appropriate clinical leadership.

Clinic Operations and Coverage

• Maintain proficiency in front desk operations and provide support or coverage for Patient Service Representatives as assigned.
• Maintain proficiency in supporting providers through rooming, documentation, procedure assistance, medication and vaccine administration, and clinical workflows.
• Maintain all areas of the clinic in a clean and organized state, including but not limited to personal workstations, exam rooms, waiting rooms, patient meeting rooms, wellness rooms, and breakrooms or other common areas.
• Complete all assigned training.
• Participate in employee events and meetings, such as All Staff, L10, department meetings, workshops or other training.
• Provide clinic coverage as assigned, which may include supporting operations at alternate clinic locations, or assisting with special clinic needs, as needed to meet patient care needs.
• Occasional travel between clinic sites may be required based on operational needs.
• When driving is required to meet operational needs, the employee must maintain a valid driver’s license and current automobile insurance.

Lead Medical Assistant Responsibilities

• Serve as backup to the Clinic Manager when the Clinic Manager is out of the clinic by managing patient complaints, supporting staff, ensuring workflows and patient throughput are maintained, and escalating urgent matters to departments such as IT or Facilities, or to Director/Executive-level management when needed.
• Assist with emergency response by following established procedures and protocols; in the Clinic Manager’s absence, lead the response as appropriate.
• Serve as the primary preceptor for newly hired Medical Assistants.
• Support onboarding, skills review, workflow orientation, and clinic-specific training for Medical Assistants.
• Provide remedial education and workflow coaching to Medical Assistants as directed by the Clinic Manager, or other appropriate leadership.
• Model consistent adherence to clinical workflows, documentation standards, infection control expectations, medication and vaccine processes, and patient communication standards.
• Support Medical Assistants in understanding and following approved standing delegated orders, clinical procedures, rooming expectations, and provider support workflows.
• Assist the Clinic Manager in identifying workflow barriers, training needs, performance concerns, and opportunities for process improvement.
• Serve as a reliable clinic resource for questions related to Medical Assistant workflows, clinic flow, supply location, documentation expectations, and routine clinical support processes.
• Promote teamwork, accountability, professionalism, and consistency among Medical Assistants and other clinic staff.
• Support cross-coverage planning and daily task coordination as directed by the Clinic Manager.
• Serve as Back-up Vaccine Coordinator for the Texas Vaccines for Children and Adult Safety Net vaccine programs, ensuring adherence to all program guidelines.
• ·Support the Clinic Manager with medication and clinical supply management, including monitoring of supply and medication inventory levels, conducting inventory counts or audits, expiration tracking, waste reduction, receiving medications in the electronic inventory management system, and organization of clinical storage areas.

Performance Expectations

• Maintain regular and punctual attendance and report on time to assigned shifts and work locations.
• Demonstrate professionalism, reliability, initiative, and strong accountability.
• Meet clinical workflow expectations and productivity standards.
• Follow all approved processes and procedures consistently in order to serve as a leader and example for other Medical Assistants.
• Demonstrate responsible stewardship of clinical supplies and medications, including minimizing waste, monitoring expiration dates, and utilizing resources efficiently in alignment with organizational protocols.
• Adhere to infection control, safety, and compliance protocols.
• Provide affirming and culturally responsive care to all patients.
• Actively participate in quality improvement and team-based care initiatives.
• Maintain required certifications and complete ongoing training.
• Demonstrate organizational core values through daily interactions with patients, colleagues and community partners.

Other Duties

• Perform other duties as assigned.

Direct reports:

• None

Required Skills

Required Knowledge, Skills and Abilities:

• Excellent customer service and patient communication skills.
• Ability to work effectively in a fast-paced, high-volume clinical environment.
• Working knowledge of basic medications commonly prescribed in a primary care setting.
• Ability to plan, prioritize, organize, and accomplish tasks effectively.
• Strong written and verbal communication skills, including the ability to clearly articulate information to patients and external care partners.
• Ability to accurately and clearly document clinical information within the medical record.
• Ability to communicate with patients through electronic means, including SMS and patient portals.
• Ability to effectively utilize clinic technology systems, including EHR, VOIP phones, Microsoft Outlook, and Microsoft Teams.
• Ability to effectively train, coach, and support others in understanding clinic workflows, documentation standards, and role-specific responsibilities.

Required Education, Experience, Certifications, and Licenses:

• High school diploma or GED required.
• Completion of an accredited Medical Assistant program or equivalent experience required.
• Current Medical Assistant certification (CMA, RMA, or equivalent) required.
• Current healthcare provider CPR certification is required.
• Certification of Hepatitis B vaccination series is required; can be provided upon hire if not already completed.
• 5+ years of experience as a Medical Assistant is required