Medical Office Assistant

Clinical Responsibilities

• Perform clinical tasks within scope of certification and training, including but not limited to: phlebotomy, immunizations, EKGs, nebulizer treatments, simple dressing changes, ear irrigation, obtaining laboratory specimens, taking and documenting vital signs, and assisting providers with examinations and procedures.
• Prepare exam rooms and assist providers during patient visits; anticipate provider needs to ensure efficient clinic flow.
• Review charts prior to visits to ensure required documentation is complete and available (labs, immunization records, consult notes, referrals, etc.).
• Accurately document vital signs, treatments, and clinical data in the electronic medical record (EMR) using appropriate formats(e.g., SOAP) and promptly communicate abnormal findings to licensed staff.
• Support population health and care coordination activities, including outreach for preventive care, chronic disease follow-ups, immunizations, and missed appointments, as directed.
• Maintain clinical supply inventory, order medical supplies, vaccines, and pharmaceuticals in a timely manner.
• Cook up daily clinic maintenance, including instrument cleaning and sterilization, stocking exam rooms, processing laboratory specimens, and maintaining quality control and equipment logs.

Front Desk / Administrative Responsibilities

• Greet clients and visitors in a welcoming, respectful, and service-oriented manner; appropriately route clients using appointment systems, triage workflows, and clinic protocols.
• Manage client intake and registration, ensuring completion and accuracy of demographics, insurance information, consent forms, payer verification, EVS checks, and PCP assignments.
• Schedule, confirm, and reschedule appointments across multiple disciplines; document all scheduling and client interactions in the EMR to support clinical preparation and billing.
• Manage client discharge processes, including scheduling follow-up appointments, processing referrals, providing referral instructions, and distributing transportation tokens as applicable.
• Answer incoming calls and manage electronic messages in accordance with agency policy; provide basic telephone triage, prioritize urgent matters, and route messages appropriately.
• Process releases of information (ROI) and manage protected health information (PHI) in strict compliance with HIPAA and agency protocols.
• Support clinic workflow and patient navigation by assisting clients with forms, directions, care instructions, and connection to internal services.
• Maintain a clean, organized, and professional reception and work area that reflects the agency positively.

Integrated Team & Operations Support

• Actively participate in a multidisciplinary care team to support integrated treatment planning that accounts for clients’ medical, behavioral, and social needs.
• Assist with clinic operations as needed, including coverage across sites and roles to ensure continuity of care.
• Manages clinical inbox which includes: provider staff and department staff, ensuring timely, accurate document handling and efficient workflow support.
• Contribute to departmental goals, quality improvement initiatives, and patient experience efforts.
• Perform other duties as assigned within the scope of the Medical Office Assistant role.