Clinical Services Associate - Full Time

Responsibilities

• Promptly rooms patients, using EMR to alert provider that patient is ready
• Reviews past medical, surgical, family, smoking history, allergies, medications; notes corrections in EMR, notes medication refills needed for the physician to review, initiates self-management goal setting where appropriate
• Prepares chart for patient visit, understands insurance restrictions for lab work, referral needs, precertification requirements, etc.
• Observes patient condition and communicates any abnormal data or changes to provider
• Absorb patients as needed with walking, transfers, dressing, undressing, preparing for the exam, remains in exam room when necessary/requested
• Specimen management: obtain specimens for testing if applicable (including performing phlebotomy and anterior nares nasal swab collections), performs laboratory and screening tests, records results in EMR and reconciles with logs where appropriate, documents and reports findings to providers, performs all quality controls as per Point of Care Testing guidelines, prepares specimens for transport as necessary
• Assists with minor surgical procedures by handing instruments, maintaining sterile field, positioning of patient and other duties within scope of responsibility
• CCAs CSAs, if applicable as per regulatory guidelines administer prescribed medications, gives injections and vaccines; reads PPD results, under the direction of the provider/orders and documents in EMR
• Demonstrates competence in the observation, treatment, and care of the specific patients served in that practice, whose ages may range from neonate to geriatric
• Clerical / Other Accountabilities: Responsive and proactive telephonic patient care - including care coordination with specialists, ancillary services, hospitals, labs, home care agencies, and all other involved health services
• Obtains and scans documents as appropriate and required for visit: test results, faxes, reports, notes, referrals, etc.
• Completes medical forms and other clinical requests for information as appropriate and required
• Assists nursing staff with the maintenance of patient education materials, as needed
• CCAs CSAs, if applicable as per regulatory guidelines: Maintains medication storage closet inventory and security; checks expiration dates; removes outdated items
• Performs daily code/crash cart checks as assigned
• Patient Service: Strives to understand and anticipate patient needs, manages service recovery efforts when needed, enlists management assistance as appropriate, identifies opportunities to improve the patient experience
• Schedule patient appointments (on phone or in person) by determining reason for visit, following established schedules and protocols, using appropriate billing area/appointment location, communicating changes and confirming appointments, and as needed, offering alternative and canceling/rescheduling appointments
• Responsible for arriving/departing activities of patient at practice and perform point of service activities collects copays and records accurately, obtains necessary signatures/forms, obtaining insurance cards and referrals/authorizations, updates appointment status in EMR, and finalizes all check-out procedures
• Communicates with patients regarding patient flow and wait times – keeps manager aware of potential issues as they arise
• Issues referrals and obtains pre-authorizations for patients as required and as per protocol
• Financial: Maintains up to date knowledge of insurance requirements pertinent to patient service and billing procedures: including basic knowledge of all managed care plans and which insurers require a copayment or referral
• Validates patient demographic/insurance information and/or registers new patients into EMR using established protocols
• Records receipts accurately to ensure end of day reconciliation; participates in cash reconciliation delineations
• Solves work queues and/or issues from front-end reports; proactively prioritizes recovery of missing charges
• Orders supply for the office and generate front-end process reports as requested
• Other / Regulatory: Ensures compliance with all applicable federal, state, and local regulatory standards (ex TJC, DOH, FDA, HIPAA, HCFA, DPW, LCGME, SCGME, etc.)
• Flexible and readily adopts new processes and engages in practice operation changes

Qualifications

• BLS/CPR, as a healthcare provider per the American Heart Association
• RequiredMA Certification (Required within 90 days of hire ONLY if position is in PA. Must have at time of offer in NJ.)
• H.S. Diploma/GED Required
• Completion of an accredited Medical Assistant program (or higher-level equivalent) Required OR 2 years’ experience working as an MA may be considered in lieu of MA program completion
• OR 1+ year working as a Clinical Support Representative at Penn Medicine may be considered in lieu of MA program completion
• 2+ years’ Medical Office or Customer Service experience
• Associate’s degree preferred