Medical Assistant Apprentice

 Position Summary                                                                                                                            The Medical Assistant Apprenticeship Program is a 12 month program that prepares students to take the Certified Clinical Medical Assistant (CCMA) test through the National Health Career Association. It has been approved by the State of Washington as an equivalent to an MA-C program at a community or technical college.

The program:

• Is a registered apprenticeship program through the Washington State Department of Labor and Industries.
• Is governed by an Apprenticeship Committee of 50% employer and 50% MA representatives.
• Is administered through the Washington Association of Community & Migrant Health Centers.
• Trains students in the specific skills required to achieve the MA-C credential, as outlined in RCW 18.360 and WAC 246-827.
• Curriculum is approved by the State Board for Community and Technical Colleges.

As a part of the MA Apprenticeship Program, Apprentices will:

• Complete 2000 hours of on-the-job training (paid) with the support and guidance of an experienced one-on-one MA coach
• Complete 364 hours of supplemental coursework (unpaid). There are two online courses:
• Technical Skills for Medical Assistants
• Role of Medical Assistants in the Patient-Centered Medical Home model
• Attend 3 in-person lab days with an expert instructor to practice and demonstrate mastery of hands-on technical skills.
• Log and report on-the-job hours and skill practices as required.

The MA Apprentice is a key member of the patient care team, working with the medical provider and other members of the care team to ensure the patient receives current and ongoing primary care services in a timely, courteous and professional manner at all times.

As the patient’s medical home, it is the care team’s responsibility, with the Medical Assistant Apprentice as a central and key member, to ensure that all clinical measures and patient health needs are addressed in the course of the provision of care.

The MA Apprentice will work collaboratively, efficiently and effectively with other members of the care team, such as the provider, On-site Integration Specialists, Care Coordinators, Health Educators, Dieticians, and Behavioral Health Specialists. The care team work collaboratively to ensure improved health outcomes, smooth patient flow throughout the care process, and ultimately a good experience for the patient.

The MA Apprentice responsibilities include but are not limited to the following: tracking and documentation of all clinical measures and outcomes (HEDIS, UDS, etc.); using established protocols and practice, will complete all provider referrals for each patient, administer immunizations under standing orders or physicians’ order, assisting the medical provider with charting office visits, ensuring communication and documentation for comprehensive patient care coordination, following protocol in rooming and exiting patients and other duties as assigned by the supervisor.

The MA Apprentice may have other duties assigned such as performing QI audits; participation in organizational committees, and providing shadowing opportunities for new staff; etc.

 Duties and Responsibilities                                                                                                               As a mission-driven organization, the core values of, and the services offered at Sea Mar are based on the belief that everyone deserves to be respectfully treated in a way that preserves dignity and enhances self-worth. Sea Mar is an advocate for its clients and aims to achieve industry-leading, client-centered, culturally-aware services.

Sea Mar employees serve as an extension of this mission and demonstrate their commitment to an excellent client experience by:

• Understanding and empathizing with client needs
• Surpassing client expectations
• Demonstrating a high level of integrity
• Exhibiting compassion and commitment
• Advocating for social justice
• Taking pride in individual work as well as that of the team
• Continually learning to stay current with industry standards, best practices and technology

As a Sea Mar employee, the individual in this position commits to adherence to these values to their utmost ability and endeavors to strengthen and embody this mission daily.

ESSENTIAL DUTIES and RESPONSIBILITIES

*Competency evaluations and responsibilities are tested annually in conjunction with the performance evaluation.

• The MA Apprentice is responsible for ensuring that ALL patient clinical measures are being addressed and will do so by doing thorough EHR reviews, working collaboratively with the Chronic Care Coordinators, tracking and documenting all clinical measures/outcomes for patients in EHR.
• Will coordinate and process all patient referrals, for both internal and external services. In addition, will inform patients regarding specialty referral, providing required information to

specialist’s offices for point of care referral processing, including but not limited to, labs, EHR notes, etc.

• Must be team oriented and work collaboratively with all other care team members to provide the best outcomes for the patients and the organizations.
• Demonstrates knowledge and skills necessary to provide care appropriate to the age of the patients served.
• Demonstrates knowledge of the principles of growth and development over the life span.
• Is able to identify and categorize each patient’s age-specific grouping of needs and clinical measures such as those for infant, adolescent, adult or geriatric patients.
• Is responsible for the Pre-Huddle preparation and participation in the Care Team Huddle to ensure the collection of all relative clinic forms, quality/HEDIS measures, lab and x-ray reports and review of the Patient Manager and Medication confirmation process and any additional information necessary to be prepared for the patient’s visit.
• The MA Apprentice will be responsible for obtaining patient subjective information and vital signs.
• MA will perform duties in the MA – Apprentice scope of Practice, to include administering immunization, administration of eye drops, and applying topical ointments.
• Will ensure documentation of all relevant information, care provided and processes engaged in, in accordance with Sea Mar protocol.
• Prepares exam and procedure rooms by stocking with the appropriate supplies and disinfecting as per established protocol.
• Maintains professional standards and follows the treatment policies and procedures of the organization.
• Respects the cultural diversity of Sea Mar patients and staff.
• Attends regular staff meetings and in service training.
• Ensures quality controls are performed and documented as required. Any area of non- compliance should be reported immediately to the supervisor / manager.
• Assists providers with GYN exams, I & D’s, and other minor procedures.
• Ensures quality controls are performed and documented as required.
• Demonstrates clear and concise written and verbal communication skills.
• Reports any abnormal vital signs to the provider immediately.
• Utilizes aseptic (sterile) technique.
• Assists with ordering of department supplies.
• Assists Nursing/MA Supervisors with streamlining and implementing pod/flow systems to improve efficiency and effectiveness.
• Ensures that all medical, nursing, health & safety and personnel policies and procedures are being followed and implemented.
• Assists with obtaining laboratory tests and results from previous orders not entered in the electronic health care record.
• Assist with obtaining patient notes and records from hospitals and other doctors’ offices.
• Maintains positive collaborative working relationships with co-workers, specialists and community organizations.
• Ensures excellent customer service at each patient visit including escorting each patient to and from the treatment rooms.
• Addresses messages from patients or outside provider as quickly as possible, but no later than 1 business day.
• Will appropriately communicate provider delays and delays in patient flow to the front desk staff, direct supervisor and the patient.

• Ensures proper management of bio-hazardous waste. Assists with pharmacy requests.
• Ensures infection control and universal precautions are followed according to Sea Mar policy.
• Demonstrates proficiency in the nursing parameters of the Electronic Health Record and Practice Management Application programs.
• Demonstrates knowledge, proficiency and compliance with regulatory requirements including, but not limited to: Joint Commission, NPSG, Department of Health, HEDIS, PCMH, QI and other contractual obligations.
• Demonstrates proficiency as the scribe for the provider.
• Will maintain patient confidentiality and privacy at all times.
• Will perform other duties as assigned.

CONDITIONS OF EMPLOYMENT

The person in this position must be honest, exhibit a strong work ethic and able to maintain the understanding, physical health, emotional stability and personality suited to meet the physical, mental, emotional and social needs of the population served.

Ensure that all medical policies and procedures are being followed and implemented. An MA Apprentice maybe asked to travel to another Sea Mar sites due to staffing and patient needs.

The employee must sign a confidentiality policy each year which covers all patient related information.

The MA Apprentice must follow the AIDET model of customer service to ensure that patients, peers and visitors have an exceptional experience during their encounter with him/her.

 Qualifications                                                                                                                             

Meet the following minimum qualifications:

• Proficient in reading, writing and speaking English.
• High school education or equivalent.
• At least 18 years of age.
• Able to perform the duties of an MA Apprentice operating at the highest scope of work, in the judgment of the employer.
• Able to provide proof of 7.0 HIV/AIDS training from WA State DOH-approved training provider.
• Able to provide proof of up-to-date First Aid and CPR training.

Have the time and resources to devote to the online coursework, lab days, and documentation associated with the program. Specific requirements include:

• Ability to spend at least 5 hours per week on online coursework for a full year. This time is unpaid and outside of normal work hours. (As an employer, you can choose to allow your employees to complete online coursework on the clock, at your discretion, but this is not an expectation).
• Access to a computer with (1) an Internet connection; (2) a current web browser; (3) capability to watch videos and play sound (e.g., Adobe Flash player or a similar program); (4) capability to open and read PDF documents (e.g., Adobe Acrobat Reader or a similar program); and (5) capability to download and save documents, either on a hard drive or a thumb drive.
• Ability to attend up to four (4) in-person lab skills/review days within a three-hour drive of their workplace. These will be scheduled on Saturdays.
• Ability to attend a one day testing session within a three-hour drive of their workplace.

• Have the ability to track own work hours and skill practice using forms provided and submit for approval as required.

Understand and agree to the terms of the Registered Apprenticeship Program. Namely:

• The apprenticeship wage progression structure (i.e., Apprentices start at a fraction of an MA-C starting wage and their wage increases based on completion of a set number of hours of on-the- job training. This is outlined in the document “Wage Progression Structure.”
• The Apprenticeship Committee has final say over who is accepted as an Apprentice, wage progression, approval of work reports, status changes, complaints, disciplinary procedures, program graduation, etc. The composition and duties of the Apprenticeship Committee are outlined in Program Standards.

Have the ability to work well with a Coach and as a member of a primary care team. This includes the ability to:

• Take direction and receive coaching.
• Ask questions and ask for help as appropriate.
• Apply learned technical and interpersonal skills in a clinical setting.
• Try out new roles as directed.
• Attempt unfamiliar and possibly uncomfortable tasks, with appropriate supervision.
• Interact with patients in a professional and caring manner.

Be genuinely interested in and committed to a career as a Certified Medical Assistant. This registered Apprenticeship program is a unique route to obtaining MA-C certification. It is completed in lieu of community or technical college course, but it should be approached with the same level of commitment and professionalism. Depending on the arrangement with the employer, the apprentice may be asked to pay all or part of the $3000 training fee; approximately $300 for textbooks; travel to the kick-off event, lab days and testing; and the certification testing fee. An Apprentice should view these costs as an investment in his/her education and future career. The Apprentice should also understand that competing college-level coursework on evenings and weekends after working a full time job can be challenging, and requires a high level of dedication and excellent time management skills.

LANGUAGE SKILLS

• The incumbent must be able to speak, write and read proficiently in English.
• The ability to speak and interpret in Spanish and/or Russian is preferred and may be required depending upon the needs of the clinic.

MATHEMATICAL SKILLS

• Basic mathematical skills are required including adding, subtracting, multiplying and division.
• Also, must have the ability to convert pounds to kilograms, etc.

REASONING ABILITY

• Solve practical problems in a variety of situations, where limited standardization exists.
• Interpret a variety of instructions furnished in written, oral, diagram, or scheduled form.
• Must be able to anticipate the needs of the patient(s) and provider(s) based on clinical information.