Job Description
Job Title / Registration Medical Assistant / Department / Administration / Clinic
Supervisor’s Title / Operations Manager / FLSA Status / Non-exempt
Date Prepared / June 2015 / Date Revised / June 2015
Position Purpose / Under broad supervision, initiate and follow-through on all clerical procedures to facilitate a smooth workflow and promote quality patient care. Primarily perform the duties as receptionist, patient administrator, and medical assistant. This includes maintaining a positive office image, communicating patient and office needs, maintaining files, scheduling, and supportive medical assistant services to the overall efficient functioning of the medical practice. Serves as the first point of contact for DIHFS. *This position will be the primary FRONT DESK AND PATIENT REGISTRATION staff member and will on occasion perform clinical Medical Assistant duties.*
Essential Duties / Registration/Reception (Primary)
· Working within a multi clinic setting, using appropriate and precise communication with internal employees and patients. Expected to work well and in conjunction with other employees in order to complete a common mission.
· Operates multi-line telephone system and answers incoming telephone calls, determines purpose of callers, and connects to appropriate personnel or department.
· Retrieves messages from voice mail and forwards to appropriate personnel.
· Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
· Answers questions about organization and provides callers with address, directions, and other information.
· Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
· Provides patient registration form to be filled out by patients.
· Coordinates scheduling and changes for multiple clinics. Ensures that appropriate time slots are provided for each clinic.
· Assists clients in contacting patient care services.
· Schedules clients and updates appointment calendars according to DIHFS procedure.
· Prepares the next day appointment lists for the providers.
· Monitors the clinic flow of patients for those who become increasingly ill, or who have been waiting for a long time.
· Arranges for follow-up visits for patients. Returns chart to physician and initiates new appointment via letter or phone call for missed scheduled appointment.
· Retrieves medical record bin in the morning and returns bin and/or uncollected charts to Medical Records at the end of the day.
· Responds to requests for medical records on a timely basis.
· Receives, sorts, and routes mail, and maintains and routes publications.
· Assembles patient charts on a weekly basis.
· Maintains fax machines, assists users, sends faxes, and retrieves routes incoming faxes.
· Orders, receives, and maintains office supplies.
· Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary.
· Performs other clerical duties as needed, such as filing, photocopying, and collating
· Maintains a current directory of staff personnel, duty schedules, and listing of cell phone numbers. Provides key personnel on the priority list for emergency calls are updated.
· Documents unusual or special events in designated log and reports incidents to the immediate supervisor.
Medical Assistant (Secondary)
· This position is primarily at the Registration/Reception area, however, at times the clinic either becomes busy, or a MA is indisposed, this position my require stepping in as the active MA.
· Interviews patients, measures vital signs, such as pulse rate, temperature, blood pressure, weight, and height, and records information on patients' charts.
· Prepares treatment rooms for examination of patients. Drapes patients with covering and positions instruments and equipment. Hands instruments and materials to doctor as directed.
· Draws labs (venipunctures) and prepares lab results.
· Restocks each patient room according to procedure.
· Cleans and sterilizes instruments.
· Inventories and orders medical supplies and materials.
· Operates x-ray, electrocardiograph (EKG), and other equipment to administer routine diagnostic test or calls medical facility or department to schedule patients for tests.
· Gives injections or treatments, and performs routine laboratory tests.
· Prepares patient charts for next day.
· Assists RN with Prescription Assistance Program (PAP) to confirm that medications are ready.
· Performs Quality Control measures including refrigerator temperature, and test and equipment controls and documents per procedure.
· Arranges follow-up appointments for patients. Refers chart to physician and initiates new appointment via phone or letter for missed appointments.
Other Duties / Maintains procedure manual for Front Desk. Actively participates in staff meetings, in-service, outreach, and educational programs. Other duties as assigned.
***EMPLOYEES ARE HELD ACCOUNTABLE FOR ALL DUTIES OF THIS JOB***
Job Qualifications
Knowledge, Skillsand Ability / · Able to operate normal office equipment.
· General knowledge of medical office practices.
· Familiarity with Clinic services, and provider and office availability.
· Demonstrated un
· derstanding of the Privacy Act of 1974 and HIPAA regulations.
· General knowledge of telephone etiquette.
· Basic interpersonal relationship skills to work with a variety of individuals.
· Basic knowledge of computers and various computer programs.
· Ability to perform required duties and actions in a professional and culturally sensitive manner.
Education or Formal Training / High School diploma or GED. Post-secondary education in MA or MAA strongly recommended and preferred.
Experience / 6 months experience in medical office or small health clinic setting. Prefer experience working with American Indians or other culturally diverse group.
Scope of Authority / Some precedents and/or procedures exist. Expected to handle different and specialized situations in department or functional area. Daily priorities are established by supervisor; however I am expected to evaluate and respond to new situations which require immediate attention. Work is periodically reviewed at certain steps prior to completion.
Financial Authority / None
Communication / Contact in person, by phone or by email with to obtain information and answer questions.
External contact is primarily with patients.
Results of Actions / Errors may result in operating inefficiency and in poor customer service. Errors are typically detected within a few hours.
Supervisory
Responsibility / Limited: This position will work with practitioners and the operation manager to oversee reception intern/externs
Working Conditions / Works in a normal office environment working with standard office equipment (such as phone, fax, and personal computer). Light physical activity required by handling objects up to twenty (20) pounds occasionally and/or up to ten (10) pounds frequently.
Other Requirements / Personal vehicle required. Valid CO driver’s license and proof of liability insurance to operate vehicle on behalf of agency.
NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.
ApprovalsEmployee’s Signature / Date
Employee’s Manager / Date
Executive Director/Rep. / Date
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