Lead Pediatric Medical Assistant

Job Description

Job Description

ORANGE BLOSSOM FAMILY HEALTH

JOB DESCRIPTION

Title:  Lead Pediatric Medical Assistant

Reports To:  Pediatric Clinic Supervisor

Employment Type:  Full-time

Schedule:  Monday through Friday, 8:00 AM – 5:00 PM; occasional evenings and weekends for special events or school-based services

Location:  Health Care Center for the Homeless, Inc. dba Orange Blossom Family Health; assigned pediatric clinic, school-based, community, and mobile service locations as needed

Position Summary

The Lead Pediatric Medical Assistant (MA) provides hands-on pediatric clinical support while coordinating daily Medical Assistant operations. The position supports safe, compassionate, developmentally appropriate care for infants, children, and adolescents; promotes efficient patient flow; and serves as a working lead and primary resource for MA staff. In collaboration with the Pediatric Clinic Supervisor, the Lead Pediatric MA supports staff training, competency development, consistent workflows, patient experience, and continuous quality improvement across clinic, school-based, and mobile services.

Responsibilities & Expectations

Daily Clinical Operations & Patient Flow

• Coordinate daily MA assignments, room availability, provider readiness, and patient flow from check-in through check-out.
• Monitor schedules, walk-ins, late arrivals, staffing gaps, and delays; resolve operational bottlenecks or escalate concerns promptly.
• Facilitate daily huddles and timely communication among providers, front-office staff, care coordinators, and Medical Assistants.
• Provide direct clinical and, when trained and authorized, front-office coverage during peak volume or staffing shortages.
• Coordinate follow-up scheduling, outstanding orders, and patient needs to reduce missed preventive-care opportunities.

Pediatric Clinical Duties

• Room patients; verify identity, visit reason, allergies, medications, and relevant history with patients and caregivers.
• Obtain and document age-appropriate vital signs, growth measurements, head circumference when indicated, and pain assessments; alert providers to abnormal findings.
• Prepare patients and assist providers with well-child visits, acute care, school/sports physicals, and minor procedures.
• Prepare and administer ordered vaccines and other permitted medications only as authorized by law, policy, training, and demonstrated competency.
• Perform approved vision, hearing, developmental, and other screenings; collect specimens and perform approved point-of-care testing with required quality controls.
• Use child-friendly communication and comfort measures; maintain clean, stocked, safe examination rooms and equipment.
• Document care promptly and accurately in Epic and reinforce provider instructions without independently diagnosing or advising beyond MA scope.

MA Team Leadership & Staffing Coordination

• Serve as the day-to-day resource for pediatric MAs; coordinate task assignments, coverage, priorities, and workflow expectations.
• Assist the Pediatric Clinic Supervisor with weekly staffing plans, lunch coverage, anticipated absences, and contingency coverage.
• Provide hands-on coaching, observe performance, identify training gaps, and communicate concerns and recommendations to the supervisor.
• Assist with onboarding, interviews, and performance feedback as requested; promote teamwork, accountability, and respectful communication.
• Provide functional leadership only; final timecard/PTO approvals, disciplinary actions, and formal evaluations remain with designated management unless expressly delegated.

Training, Competency & Quality Improvement

• Coordinate orientation and training for new pediatric MAs on rooming, growth measures, screenings, immunizations, lab workflows, Epic, and patient safety.
• Use standardized training guides and competency checklists; document direct observations and demonstrated readiness before independent task performance.
• Identify ongoing education needs, coordinate refresher training, and maintain training and competency records as assigned.
• Conduct routine workflow and documentation quality checks and participate in corrective actions and quality improvement projects.
• Participate in provider, operational, and quality meetings as assigned and support implementation of approved policies and protocols.

Immunizations, Supplies & Equipment

• Support Vaccines for Children (VFC) procedures, Florida SHOTS reconciliation, vaccine inventory, expiration checks, cold-chain monitoring, and required logs.
• Promptly escalate vaccine temperature excursions, inventory discrepancies, and equipment concerns according to policy.
• Coordinate monthly supply and equipment inventory, maintain room readiness, and support cost-conscious purchasing requests.
• Ensure infection prevention, cleaning, disinfection, equipment quality control, and safe pediatric environment practices.

Preventive Care, Coordination & Outreach

• Assist with preventive-care gaps, well-child follow-ups, vaccines, referrals, diagnostic testing, and authorized school/daycare forms.
• Coordinate with providers, referral teams, and care coordinators to address outstanding services and documentation.
• Help plan school-based, community, and mobile pediatric services, including staffing, training checkoffs, supplies, equipment, and event readiness.
• Ensure outreach services are documented accurately and report operational issues and opportunities for improvement.

Communication, Safety & Professional Expectations

• Communicate respectfully with children, adolescents, caregivers, and staff, adapting to developmental stage, language, and health literacy.
• Protect HIPAA confidentiality, adolescent privacy, and consent requirements; work within MA scope and approved protocols.
• Promptly escalate urgent symptoms, abnormal findings, suspected abuse or neglect, incidents, near misses, and safety hazards to appropriate clinical leadership.
• Perform other related duties and special projects assigned by the Pediatric Clinic Supervisor or designated clinical leadership.

Requirements, Education & Qualifications

• High school diploma or GED and completion of a recognized Medical Assistant training program required.
• Current CMA, RMA, or equivalent recognized Medical Assistant credential required; current BLS certification or ability to obtain within organizational timeframe.
• Minimum three years of Medical Assistant experience, including pediatric or family medicine clinical workflows, required.
• Proficiency with pediatric growth measurements, age-appropriate screenings, immunizations, infection prevention, and electronic health record documentation.
• Ability to organize daily clinical work, coach peers, communicate effectively, solve operational problems, and maintain professional boundaries.
• Lead/supervisory experience, FQHC experience, Epic, VFC, Florida SHOTS, and school-based/mobile services experience preferred.
• Bilingual Spanish and/or Haitian Creole skills highly preferred; ability to work at assigned clinic, school-based, community, and mobile locations.

Physical Requirements: N= Needed P=Preferred N/A=Not Applicable

Sitting N Standing N Walking N Lifting N Carrying (<25lbs) Kneeling N Pushing/Pulling N Bending/Stooping N Climbing NA Reaching N Crawling/Crouching N/A Repetitive Motions N