Medical Assistant Team Manager

    • Job Tracking ID: 512365-664070
    • Job Location: Petaluma, CA
    • Job Level: Management
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: January 04, 2019
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

The Petaluma Health Center’s mission is to provide high quality health care, with access for all, in Southern Sonoma County. The Center accomplishes this mission through collaborative, innovative programs, services and referral resources that meet the economic needs of the entire community.

The Petaluma Health Center is an eight-time award winner in the North Bay Business Journal’s Best Places to Work for 2018, 2017, 2016, 2015, 2014, 2013, 2012, 2011 and 2009 and we were named as one of '2015 Healthiest Companies in the North Bay' by the North Bay Business Journal.

We are a Federally Qualified Health Center (FQHC) that provides primary medical care and mental health services to residents of Petaluma, Rohnert Park, Cotati, Penngrove and surrounding areas. We are organized as a private, non-profit corporation and governed by a consumer and community led Board of Directors.

For more information about us, please visit us at

Position Title: Medical Assistant Team Manager

Summary: The Team Manager supervises a team of Medical Assistants and Medical Records Clerks in assisting in the preparation and treatment of patients under the supervision of a licensed provider, provides instruction, training and guidance to staff, develops team work schedules, and functions as team leader.

Areas of Responsibility:

Team Leader

  • Maintains expertise in all areas of responsibility as defined in the Medical Assistant 3 position and provision of supervisor scope of services to the designated team
  • Works with team nurse to assign and monitor completion of all non-visit work
  • Acts as a liaison between back office and other staff members, responding to questions, requests and assistance
  • Develops team work schedules in accordance with PHC policy and procedures
  • Ensures adequate medical assistants and medical records coverage and adjusts staffing and workload to complete team tasks
  • Monitors completion of individual Medical Assistants and Medical Records Clerks and Team tasks and instructs for accuracy as needed
  • Reports urgent situations to Director of Clinical Operations, or to other managers as appropriate
  • Ensures Medical Assistants have sterilized equipment, have rooms stocked, cleaned and ready for each scheduled procedure
  • Orders supplies, receives packages, supplies and equipment from suppliers to maintain adequate inventory
  • Monitors safe storage of refrigerated vaccines
  • Practices standard safety precautions to ensure safety to self, other staff and patients including handling of contained waste and sharps


  • Provides ongoing instruction, training and guidance to Team’s Medical Assistants, Referral Coordinators and Medical Records Clerks to ensure all are properly and thoroughly trained to handle designated tasks, procedures and activities
  • Assigns and monitors ongoing training and compliance for staff and maintains documentation in employee file per annual requirements
  • Assists in quality improvement processes and policy and procedure development as assigned by Director of Clinical Operations


  • Supervises Team Medical Assistants and Medical Records Clerks
  • Provides day-to day guidance to staff and identifies problem areas and take appropriate corrective action via leadership and coaching skills to staff
  • Manages work performance, rewards and disciplinary action as needed for best employee performance
  • Participates in daily, weekly and monthly meetings as assigned by Director of Clinical Operations
  • Completes staff performance reviews within company designated timeframe
  • Completes bi-monthly payroll review to ensure accuracy
  • Actively collaborates with other Team Managers to allow for cross departmental support
  • Works with credentialing department to ensure team is in compliance with all credentialing, human resource and administrative site requirements
  • Works on related and team projects as requested.
  • Develops and reviews budget with Director of Clinical Operations

Experience and Skills:

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.


  • Satisfactory completion of an accredited medical assistant program in California, or documented equivalent training in a physician’s office (at minimum, training must conform to the state’s program of California Medical Assistant Regulations BPC 1366.4)
  • Minimum of three years Medical Assistant or related experience

Desired Skills:

  • Competency in electronic medical record data entry
  • Demonstrates sensitivity to the needs and situations of a multi-cultural population from a variety of income levels
  • Demonstrates expertise in effectively managing stress, multitasking and communication with patients, providers, staff and others
  • Knowledge of and experience in providing patient education on a multitude of subject matters
  • Knowledge of CLIA
  • Ability to manage provider follow up requests
  • Knowledge of local laboratory policies on health insurance coverage and documentation
  • Demonstrates leadership skills, including ability to instruct, train, guide, coach and direct Medical Assistants and Medical Records Clerks

Licenses and Certifications:

  • Current Medical Assistant Certification from an accredited organization is required
  • State MA Certification required. If certified, must be current and maintain competency
  • Injection certifications and/or competency
  • Must have current BLS certification
  • Candidate must be able to successfully meet PHC’s credentialing and privileging requirements

Language Skills: Ability to communicate in English and Spanish with children and adults in person, on the telephone and in writing. Ability to effectively present information and respond to questions and requests from patients, coworkers and others as necessary. Ability to effectively communicate direction, instruction and guidance to Medical Assistants, Referral Coordinators and Medical Records Clerks.

Mathematical Skills: Ability to add, subtract, multiply, divide in all units of measure, using whole numbers, common fractions and decimals.

Reasoning Ability: Ability to recognize problems, collect data and establish facts.

Computer Skills: High level of computer literacy and proficient in MS Office (Word, Excel and Outlook), electronic medical records and web applications.

Physical Demands: The physical demands described here 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 functions.

  • Movement within health center complex environment repeatedly throughout the day
  • Ability to write by hand, use phone, use computer keyboard and mouse extensively to perform general office functions
  • Manual wrist and finger dexterity and wrist-finger speed sufficient to perform repetitive actions for extended periods of time
  • Ability to effectively communicate by hearing continuously and speech in a manner which can be understood by a diverse population
  • Ability to give and follow verbal and written instructions with attention to detail and accuracy
  • Must have visual acuity near and far (20 inches to 20 feet), depth perception, field of vision, ability to focus on an object, ability to identify and distinguish colors
  • Ability to sit or stand for extended periods of time (minimum periods of one (1) hour at a time)
  • Ability to frequently walk, bend, squat, stoop, kneel, twist, crouch, and climb with the use of a step stool
  • Ability to grasp, hold and pick up and reach with hands and arms
  • Ability to frequently lift and or move up to fifteen (15) pounds
  • Ability to occasionally lift and carry up to thirty-five (35) pounds (periodic lifting of supplies or equipment)
  • Ability to coordinate multiple tasks simultaneously
  • Ability to travel to and from other health center sites and community locations

Petaluma Health Center is an equal opportunity employer.

Please apply directly through our career page at