Certified Medical Assistant

About CLARE|MATRIX: CLARE|MATRIX is a nonprofit organization providing effective and compassionate treatment, recovery, and prevention services for alcoholism and substance use to individuals, families, and the community. Headquartered in Santa Monica, CA, CLARE|MATRIX maintains multiple facilities in the Southern California region.

Since 1970, CLARE|MATRIX has provided quality substance use and mental health treatment to individuals in treatment for Substance Use Disorder (SUD) in Southern California.

Summary:

Under the supervision of a licensed physician, nurse practitioner, or registered nurse, and with limited latitude for independent judgement and decision-making, the Certified Medical Assistant ("CMA") provides essential clinical and administrative support to the nursing and medical team in a 24-hour residential substance use disorder (SUD) rehabilitation and recovery setting. The CMA assists with direct participant care, performs clinical procedures within the authorized scope of practice under California law, administers medications as prescribed, and supports the overall health and safety of participants. The CMA ensures all clinical tasks are performed safely, accurately, and in full compliance with all applicable legal, regulatory, and organizational requirements.

Supervisory Responsibility

This role does not hold supervisory responsibilities.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential function, with or without accommodation. The requirements listed below are representative of the duties, responsibilities, knowledge, skills, and/or ability required.

1. PARTICIPANT CARE

1. Participant Interaction: Greet participants and verify participant information by interviewing participant and recording medical history. 2. Vital Signs: Obtain and accurately record participant vital signs including blood pressure, pulse, respiration, temperature, weight, and oxygen saturation. Report abnormal findings to the supervising nurse or provider immediately. 3. Urine Drug Screens: Collect and process urine drug screen (UDS) specimens. Accurately document results and report findings to the clinical team. 4. Point-of-Care Testing: Conduct authorized point-of-care laboratory tests and other approved diagnostic tests. Accurately document results and report findings to the clinical team. 5. Examination Room Preparation: Prepare and maintain examination and treatment rooms. Ensure all necessary equipment and supplies are available, clean, sanitized, and in proper working order prior to participant use. 6. Infection Control: Follow and enforce all infection control and universal precaution protocols including proper hand hygiene, use of personal protective equipment (PPE), and disposal of biohazardous materials in accordance with OSHA, Cal-OSHA, and CLARE|MATRIX standards. 7. Participant Assistance: Assist participants with health-related needs as directed by the clinical team, maintaining dignity and respect at all times. 8. Coordination with Clinical Team: Communicate participant observations, changes in condition, and clinical findings to the clinical supervising team in a timely and accurate manner. Participate in care coordination and clinical handoff communications. 9. Answer phone calls and emails.

2. MEDICATION MANAGEMENT

1. Medication Administration: Safely and accurately administer medications to participants as prescribed by the supervising physician or provider, following all applicable regulations, organizational protocols, and authorized scope of practice under California law. 2. Participant Monitoring: Observe participants for changes in condition, adverse reactions to medications, or signs of behavioral health crises. Report all findings to the supervising clinical team promptly. 3. Medication Inventory Management: Monitor medication stock levels, organize medication storage, maintain accurate medication inventory records, and report low stock or discrepancies to supervisors. 4. Medication Refills: Monitor medication levels and place orders for refills as required and in accordance with applicable regulatory requirements.

3. DOCUMENTATION AND BILLING

1. Electronic Health Record (EHR) Documentation: Maintain accurate, timely, and complete documentation in the Electronic Health Record, including progress notes, treatment plan updates, group notes, participant contacts, and all required service entries. 2. File Compliance: Ensure all participant charts meet contractual, regulatory, and CLARE|MATRIX standards, including proper documentation of services, signatures, consents, assessments, and required program forms. 3. Real-Time Note Completion: Complete documentation in real time or within required timeframes to support quality care, billing accuracy, and compliance with program expectations. 4. Billing: Ensure all documented services meet billing requirements and accurately reflect the service provided. Verify that charts include necessary elements such as treatment plans, progress notes, session details, and attendance. 5. Shift and Service Reporting: Provide clear and concise shift reports or service summaries as required to ensure continuity of care, communication with staff, and accurate record keeping.

4. SAFETY AND COMPLIANCE

1. Compliance: Adhere to all CLARE|MATRIX Policies and Procedures, program guidelines, and all state, county, local, and federal regulations. Ensure participant safety, dignity, and confidentiality in all aspects of service delivery. 2. HIPAA Compliance: Protect participant information by maintaining strict confidentiality and ensuring all records, conversations, and electronic data meet HIPAA and organizational privacy standards. 3. Professional Behavior: Maintain appropriate professional boundaries with participants in accordance with agency policies and ethical standards. Ensure a safe and ethical environment by upholding clear communication, appropriate conduct, and respect for participant privacy and dignity. Boundaries typically include but are not limited to personal disclosure limits, physical touch restrictions, and clear communication about the professional nature of the relationship. 4. Safety Standards: Follow all CLARE|MATRIX, OSHA, and CAL-OSHA health and safety regulations. Support the maintenance of a safe environment for participants and staff. 5. Incident Reports: Complete incident reports accurately and in a timely manner, in accordance with organizational and regulatory requirements.

5. Teamwork and Collaboration

1. Communication: Demonstrate effective and appropriate workplace communication by speaking clearly, directly, and with purpose. Actively listen, ask clarifying questions, and confirm understanding before acting. Provide timely updates to staff and participants regarding needs, concerns, or changes in participant status, ensuring information is accurate and complete. Maintain professional tone, body language, and boundaries in all interactions, even in high-stress or emotionally charged situations. Address issues respectfully and constructively, avoid gossip or unprofessional dialogue, and follow established channels for reporting, documentation, and escalation. Consistently model courteous, trauma-informed, and culturally sensitive communication that supports a safe and respectful environment. 2. Meetings: Attend and actively participate in staff meetings, case conferences, one-on-one supervision meetings, training sessions, and team-building activities as required by the program. 3. Collaborative Teamwork: Work collaboratively with counselors, peers, case managers, nursing staff, and other program team members to support participant care, resolve concerns, and maintain consistency in service delivery. 4. Interagency Collaboration: Maintain positive and professional relationships with community partners and collaborate with outside agencies as part