Medical Assistant 1- Panel Manager at RiverStone Health

Working title: Medical Assistant – Panel Manager  

Classification title:  Medical Assistants                    

Division: Community Health Center

Program: Main Clinic

FLSA status:  Non-Exempt: Full-time                                          

Reports to: Health Information Services Team Coordinator 

Schedule: Monday-Friday 8am-5pm

Wage Range: $20.32 to $25.35 hourly, depending on number of years of transferrable experience and internal equity

Organization Overview:

Serving the Yellowstone County community and south-central Montana for nearly 50 years, RiverStone Health is an essential provider of personal and public health services. Health, Education, Leadership and Protection – HELP is what we do.  From medical, dental and behavioral healthcare; home care and hospice; public health services like immunizations, WIC, health promotion and restaurant inspections; and educating the next generation of health professionals, our expertise spans all ages and stages of life. 

Division and Program Overview: 

RiverStone Health Clinics are here for everyone. It doesn’t matter how much you earn, whether you have health insurance, or whether you’ve managed to take good care of your health in the past. Our healthcare providers work as a team to provide the best possible care for you and your family. Our patients are at the center of the partnership we build with you and your family. Same day appointments for minor injuries or illnesses often mean you can avoid the expense of emergency department visits.  In addition to our main Clinic in Billings, we have satellite Clinics in Bridger, Joliet, Worden and school-based clinics at Orchard Elementary School and Medicine Crow Middle School open to all students in Billings Public Schools and their families. Billings Senior High School’s clinic offers care for their students and faculty.

We accept most insurance plans and provide clinic services to anyone in need, regardless of their insurance status or ability to pay.  As a federally funded Community Health Center, RiverStone Health Clinics offer a discount program that allows us to adjust charges for healthcare services based on income and family size. In addition, we accept payment from Medicare, Medicaid, Healthy Montana Kids and private health insurance plans. If you are uninsured, we can help you find health insurance coverage that fits your needs and your budget.

We provide care for the whole family, from pre-natal care, caring for infants and children to aging adults. We work with you in screening, preventing and managing chronic diseases like diabetes, asthma, high blood pressure or heart disease.  We can also help you get dental care or behavioral health counseling. The RiverStone Health Pharmacy is the only pharmacy on Billings’ South Side, meeting the needs of our patients and community residents.

Job Summary:

This role supports patient care by performing comprehensive medical records reviews and preparing charts for scheduled and walk-in visits. Responsibilities include accessing external health records, communicating pre-visit needs with patients, and conducting provider huddles to review Azara reports and flag care gaps. The position manages referrals and provider orders, maintains accurate documentation, coordinates patient outreach, and routes tasks to appropriate team members. It also ensures appointment appropriateness and promotes a collaborative, team-based approach to care involving both clinical and nonclinical staff.

Essential Functions/Major Duties and Responsibilities:

A.   Panel Managementt Services                     95%

• Comprehensive medical records review.
• Prepare charts for scheduled and walk-in visits, including necessary documentation.
• Access external electronic health records to retrieve additional medical information.
• Communicate pre-visit needs with patients to ensure readiness for appointments.
• Conduct pre-session huddles with providers to review Azara reports, flag care gaps (e.g., screenings, immunizations, labs), and address patient-specific needs including referrals.
• Manage referrals and provider orders: prepare, deliver, and follow up to ensure timely care and documentation.
• Perform patient outreach for care coordination and follow-up on testing or treatment.
• Route tasks to appropriate team members (e.g., MA, PAS, RN, MD) for completion.
• Review scheduled appointments for appropriateness and adjust as needed.
• Promote a team-based approach to patient care and educate staff on collaborative workflows.
• Recognize and educate staff that managing patient care is a team effort that involves clinical and nonclinical staff (e.g. physicians, nursing and administrative staff) interacting with patients to achieve stated objectives.

Non-Essential Functions/Other duties as assigned                 ≥5%

• Perform other duties as assigned in support of the RiverStone’s mission and goals.

Education and Experience:  

Minimum Qualifications:

• High School diploma or equivalent
• Some experience in a medical setting
• Any combination of experience and training which provide the equivalent scope of knowledge, skills, and abilities necessary to perform the work.

Preferred Qualifications:

•  Medical Assistant certification and/or Administrative Assistant certification preferred.

Certificates, Licenses, Registrations:

• NA

Knowledge, Skills, and Abilities:

• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of the principals and processes for providing patient care and services.
• Knowledge of the information and techniques used to diagnose and treat human illness and injuries.
• Knowledge of administrative and office procedures and systems.
• Ability to handle difficult or distressed patients with calmness and respect.
• Ability to display non-judgmental and empathetic listening skills.
• Ability to maintain confidentiality and respect privacy of patients at all times.
• Knowledge and understanding of protected sensitive patient health information (HIPAA) and confidentiality

Customer Service Excellence: 

• Doing things right the first time
• Making people feel welcome
• Showing respect for each customer
• Anticipating customer needs and concerns
• Keeping customers informed
• Helping and going the extra mile
• Responding quickly
• Protecting privacy and confidentiality
• Demonstrating proper telephone etiquette
• Taking responsibility for handling complaints
• Being professional
• Taking ownership of your attitude toward Service Excellence.

Supervision: 

• None

Physical Demands and Working Conditions: 

• Work is performed in a clinic setting.
• Standing, bending, sitting, lifting required.
• Create and maintain a safe/secure working environment by adhering to safety, security, and health requirements. Integrates injury, illness, and loss prevention into job activities by attending any necessary training and implementing best practices.

Freedom to Act & Decision Making: 

• Work is structured by public health regulations and established medical practices. Decisions directly affect the quality of services provided to the public.

Communications & Networking: 

• Work directly with other team members to provide quality care for patients.
• Communication directly with patients to provide quality care.
• Daily written and verbal communication with patients, patient family members, co-workers and providers.

Budget & Resource Management: 

N/A