Provider Team Lead in Oklahoma City, Oklahoma at Heart And Vascular Partners

Position Summary

The Provider Team Lead is responsible for supporting provider workflow, coordinating the daily operations of the provider pod(s), supervising Medical Assistants and Scribes, and ensuring high-quality patient care across cardiology, rhythm management, and vascular services. This hybrid role integrates leadership expectations with advanced knowledge of medical assisting and scribe functions. The Team Lead ensures that documentation, patient flow, communication, and clinical processes meet CVHC’s standards for accuracy, safety, timeliness, and exceptional patient experience. The Provider Team Lead acts as the central point of contact between providers, support staff, scheduling, diagnostics, and management to ensure efficient, compliant, and patient-centered operations.

Essential Functions

1) Provider & Clinic Workflow Leadership

• Lead daily huddles, coordinate room assignments, and maintain optimal clinic flow.
• Anticipate and remove operational bottlenecks (diagnostics, authorizations, charting delays, orders, follow-ups).
• Ensure appropriate use of EMR tools, templates, order sets, and documentation workflows.
• Support implementation of new devices, training, workflows, and quality updates.

2) Team Supervision: Medical Assistants & Scribes

• MA Oversight
• Supervise daily MA operations including patient prep, vitals, room turnover, equipment setup, safety compliance, and clinical task accuracy.
• Monitor competency using CVHC's MA Competency Checklists; coordinate cross-training and workflow standardization.
• Provide coaching, conduct direct observation, and escalate performance concerns as needed.
• Scribe Oversight
• Ensure accurate real-time documentation of encounters, correct charts, proper medical terminology use, and compliance with CVHC documentation standards.
• Train, mentor, and evaluate new scribes; oversee time sheet accuracy; assist with hiring as needed.
• Protect patient confidentiality and ensure provider documentation is timely and complete.

3) Patient Experience & Communication

• Resolve patient escalations and clarify provider plans, testing needs, and follow-up communication.
• Support consistent verbal and written communication standards across the pod.
• Ensure patient education, instructions, and transitions of care are handled accurately.

4) Quality, Safety & Compliance

• Monitor quality measures (medication reconciliation, completion of studies, follow-up, test result handling).
• Ensure adherence to HIPAA, OSHA, infection control, CLIA, and CVHC policies.
• Participate in incident reporting and corrective action planning.
• Uphold proper scanning, labeling, and routing of required clinical forms (e.g., PAD requisitions).

5) Documentation & EMR Stewardship

• Audit documentation for accuracy, completeness, and clinical clarity.
• Review provider inbox volume, test tracking, results routing, and encounter closure timelines.
• Assist with EMR optimization, template updates, workflow improvement, and staff EMR coaching.

6) Staffing, Scheduling & Workload Coordination

• Assist with daily assignment grids, lunch/coverage schedules, and urgent coverage issues.
• Coordinate with float pool and cross-trained staff as needed.
• Partner with leadership regarding staffing gaps, training needs, and competency renewals.

7) Training & Competency Development

• Lead onboarding for new MAs and scribes in the provider pod(s).
• Conduct spot training, skill refreshers, and workflow reinforcement.
• Support new initiatives, policy changes, and SOP rollouts.

8) Operational Excellence & Continuous Improvement

• Identify workflow gaps and lead PDCA/Lean improvement initiatives.
• Standardize room setup, supplies, documentation practices, and communication patterns.
• Assist in developing job aids, SOPs, checklists, and training materials.
• Support cross-department communication with scheduling, imaging, rhythm management, vascular services, and revenue cycle.

Minimum Qualifications

• 4+ years clinical healthcare experience (cardiology/vascular preferred).
• Prior leadership, preceptor, or team-lead experience required.
• EMR experience (Athena or equivalent).
• CPR/BLS required; ACLS preferred.

Preferred Qualifications

• Certified Medical Assistant (CMA, RMA) or equivalent clinical credential.
• Medical Scribe Certification or prior scribe experience strongly preferred.
• Experience training or managing clinical support staff.
• Advanced understanding of cardiovascular terminology, testing, and workflows.

Core Competencies

• Leadership & Coaching
• Clinical Judgment & Safety Awareness
• Documentation Accuracy
• EMR & Technical Proficiency
• Communication & Service Excellence
• Problem Solving & Prioritization
• Interdepartmental Collaboration
• Professionalism & Confidentiality

Physical & Work Environment Requirements

• Frequent standing, walking, bending, and room turnover.
• Ability to lift up to 25–50 lbs depending on pod assignment.
• Exposure to clinical environments, requiring PPE use.
• Standard weekday schedule with flexibility for early huddles, late-day documentation, and operational needs.

Salary and Benefits

Full-time, exempt position. Competitive compensation and benefits package to include 401K; a full suite of medical, dental, and ancillary benefits; paid time off, and much more.

Equal Employment Opportunity

We provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

The statements contained herein are intended to describe the general nature and level of work performed by the Administrator, but is not a complete list of the responsibilities, duties, or skills required. Other duties may be assigned as business needs dictate. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.