Job Description

Job Description

Job Description

SUMMARY OF POSITION

The Medical Assistant (MA) Vaccine Coordinator at Vibrant Health plays a vital role in supporting the effective administration of vaccines and upholding the highest standards of patient care. This position is central to Vibrant Health’s mission of improving community health through accessible primary and preventive care. The MA Vaccine Coordinator is responsible for assisting the primary vaccine team in all aspects of the vaccination process, ensuring compliance with health regulations, improving quality care gaps, and maintaining accurate patient records in the electronic health record (EHR) system. This role requires strict adherence to patient confidentiality and HIPAA policies, as well as excellent communication with patients, community partners and healthcare team members.

The MA Vaccine Coordinator assists with daily vaccine operations, helps train other staff on current vaccine guidelines and also works closely with the Quality team assisting with, identifying and scheduling patients who are under immunized or unimmunized. This position is also responsible for receiving scheduling or records requests from community agencies and ensures proper storage and handling procedures. The MA Vaccine Coordinator provides support and coverage for the Primary Vaccine Coordinator of the Vibrant Health Vaccine Program. The staff member must be able to perform various duties, such as vaccine ordering, reconciliation, storage and handling, transfer of vaccines, troubleshooting equipment issues, communicating with vendors, and participation in the emergency management plans. This is a key opportunity for individuals passionate about public health and patient care to make a meaningful impact on immunization rates within the community.

ESSENTIAL JOB RESULTS

• Receiving vaccine shipments following Procedure 6.G Receiving Vaccines .
• Labeling and storing both state supplied and private stock vaccines.
• Receiving and managing scheduling requests for patients who need immunization(s).
• Acting as the Vibrant Health liaison to community partners (i.e. local school district health services team, health department).
• Ensuring timely immunization; only follow-up appointments are scheduled.
• Working collaboratively with the operations team to schedule preventive medicine appointments for patients.
• Performing patient assessments, checking patients' medical history of allergies, contraindications and past adverse reactions to vaccines prior to administering vaccines.
• Monitoring patient for adverse reactions after vaccine administration per CDC guidelines.
• Providing patient education on vaccines, potential side effects and aftercare instructions.
• Answering patient questions and addressing concerns about vaccines under guidance of Clinical Staff Nurse and/or Provider.
• Maintaining immunization records in EHR and state data registries for patients.
• Responsible for monitoring EHR vaccine inventory daily and ensuring accuracy.
• Managing daily inventory; loading or moving vaccines from AccuShelf to AccuVax when Primary Coordinator is not on site.
• Understanding, monitoring and troubleshooting equipment, including digital data loggers (DDLs), overflow fridge/freezer, and Accuvax machines when Primary Coordinator is not on site.
• Overseeing vaccine transfer pack-out process protocols and ensuring compliance with procedure for Transfer Vaccines from Site to Site.
• Acting as the on-site liaison for VAERS reports, MA questions and potential temperature excursions.
• Ensuring invoices are placed on desk of Primary Coordinator to ensure placement in on-site binder.
• Responding to and executing temperature excursion protocol during work hours when there is a temperature excursion.
• Accepting vaccine shipment in WebIZ and recording shipment in eCW.
• Returning expired vaccines.
• Completing all necessary documentation for and transferring of vaccines to a different site.
• Entering vaccine records for KS patients into KSWebIZ daily.
• Checking for duplicate vaccine records in WebIZ.
• Performing bi-weekly inventory reconciliation.
• Reviewing and fixing borrowing reports weekly.
• Monitoring and reconciling overflow counts.
• Creating, monitoring and archiving vaccine lot numbers in eCW.
• Helping train new clinical staff on vaccine processes and procedures.
• Uploading DDL data to KDHE bi-weekly.
• Carrying out Vibrant Health’s mission: To provide access to respectful, empowering, culturally sensitive and appropriate high-quality health care for the community, regardless of socio-economic obstacles.
• Accepting and using supervision, direction and consultation to maximize available resources in the completion of work duties.
• Additional responsibilities will be assigned as needed to maintain and improve effective functioning of the department and to advance the mission of the organization.
• All job responsibilities will be carried out under the direction of the organization’s policies and procedures.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• 1-2 years in a medical clinic setting.
• Current BLS.
• Yearly completion of annual VFC training.
• Ability to determine processes, procedures and understand regulations regarding vaccines and vaccine management.
• Strong attention to detail.
• Excellent verbal and written communication skills.
• Advanced computer skills, especially in Microsoft Office (Word, Excel, Outlook) and patient management systems are required.
• The ability to thrive in a fast-paced environment.

Individual must:

1. Develop rapport with patients and their families, community and other health care personnel.
2. Exhibit a professional and respectful demeanor.
3. Work successfully independently and within a team, shift tasks, prioritize tasks, problem solve daily and complete work within deadline.
4. Demonstrate excellent customer service, helpfulness, and a positive attitude.
5. Possess superior organizational skills with attention to detail and the ability to multi-task and meet deadlines.
6. Demonstrate the ability to recognize, understand, and appreciate the value of cultural diversity and communicate medical information in plain language.
7. Demonstrate social and cultural sensitivity appropriate to ethnically and economically diverse patients and staff.
8. Exhibit experience and working knowledge of local community resources.
9. Hold current drivers’ license and possess reliable transportation.
10. Travel to all parts of the facility and throughout the community.

PREFERRED KNOWLEDGE, SKILLS, AND ABILITIES

• Bilingual in English and Spanish
• A strong background in medical office operations, with at least one year of experience as a Medical Assistant
• Experience with cold-chain process, VFC Program and vaccine administration knowledge a plus.

SUPERVISORY RESPONSIBILITY

N/A

Americans with Disability Specifications

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.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands and fingers to handle or feel objects, tools or controls; reach with hands and arms; climb stairs; talk and hear. The employee must frequently lift and/or move materials that may weigh up to 40 pounds.

Work Environment

Work environment characteristics 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.

• Frequent exposure to communicable diseases, body fluids, toxic substances, medicinal preparations, radiation and other conditions common to a clinical environment may routinely be encountered.
• Work involves handling sharp objects.
• Must have manual dexterity and experience to perform handwritten paper work, recordkeeping, and filing.
• Prolonged sitting, standing, or walking may be required.
• Frequent bending/stooping, squatting, reaching above the shoulders, twisting and turning, kneeling, and pushing/pulling may be required.
• Employment is contingent upon successful clearance from Criminal, Kansas and Missouri Child/Elder Abuse and Neglect, Sex Offender background investigations, TB testing, pre-employment drug testing, and verification of Hepatitis-B immunization.
• Occasional evening and weekend availability is required.

Trauma Informed Care

At Vibrant Health, we understand that many, if not most, people have experienced trauma in their lives. We have made a commitment to trauma informed care and support and educate team members continued development of understanding of how trauma affects individuals and coping strategies. We expect employees to incorporate their understanding about trauma into interactions with our patients and families, clinic visitors, and with each other.

Commitment to Diversity

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and desire priority referrals of protected veterans.

Job Tags

Local area, Shift work, Afternoon shift,

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