Medical Office Assistant - Pediatric Cardiology

About the Role

Performs a variety of medical office support services for Outpatient Services. Primarily responsible for routine office functions, preparation of billing forms, scheduling, insurance authorizations, preparation of surgical instrument trays, and assistance at patient care activities not requiring direct physician supervision. Participates in a patient-centered care team that focuses on coordinated care for individual patients, supporting patients and families to manage population health, utilizing evidence-based methodologies.

Responsibilities

• Check In Functions:
  • Prepares daily schedule and distributes.
  • Answers incoming calls courteously and efficiently—routes all medically related calls to appropriate care provider for further action.
  • Prepares charts for appointments.
  • Obtains and updates all patient demographic information.
  • Sorts and distributes mail according to office protocol.
• Check Out Functions:
  • Makes all necessary appointments per provider instructions.
  • Prepares orders for any testing.
  • Obtains any needed prior authorizations.
  • Provides patient with test instructions and education materials as appropriate.
  • Documents all follow-up and appointments in the medical record.
• Billing:
  • Verifies demographic information and updates in the computer.
  • Ensures information on encounter forms is complete and accurate for the billing department.
  • Tracks encounters and associates them with daily visits.
• Patient Support:
  • Prepares patients for exams, procedures, takes vitals, etc.
  • Prepares patients and performs phlebotomy as needed, if they have successfully completed the required Phlebotomy competence.
  • Prepares surgical instruments, cleans, and sends for sterilization according to protocol.
  • Assists provider during exams, surgical procedures, and suture removals as necessary.
  • Under direct supervision of provider:
    • Handles prescription renewals—medication reconciliation with each visit.
    • Performs ancillary testing such as EKG, spirometry, etc.
    • Performs waived testing—has completed annual competency.
    • Phones patient with any pertinent information—refers complex issues to nursing.
    • Tracks outstanding results, referrals, and authorizations.
    • Follows protocol for disposing of regulated wastes.
  • Works closely with office patient care coordinator/office patient case manager and other members of the care team to assure patient receives appropriate education, referrals, medications, and preventative care to optimize patient health.
• Medical Documentation:
  • Transcribes notes (when applicable) and updates medical records.
  • Files/scans results according to protocol.
  • Processes all medical records requests according to protocol.
• Care Team Participation:
  • Participates in processes that promote a functional care team, including periodic team meetings and electronic messaging.
  • Participates in the practice's performance evaluation and quality assurance activities.
• Other:
  • Assists Administrator, provider(s), nurse(s), and other staff with other practice-related functions.
  • Maintains professional behavior and appearance.
  • Functions with awareness for safety of patients, co-workers, and self (i.e., OSHA compliance).
  • Responsible for attending all annual mandatory educational programs and participates in the process as appropriate, including:
    • Merit Fair, including a module on population health, in which patients' needs are proactively addressed to optimize the overall health of the population.
    • Effective patient communication, particularly with vulnerable populations, e.g., patient coaching and motivational interviewing.
    • AIDET (acknowledge, introduce, duration, explain, thank you), which fosters effective communication with patients.
  • Demonstrates patient-centeredness by understanding and satisfying the needs of the customer/patient through friendly, attentive, and caring interactions, both psychologically and physically, while maintaining communication to provide a secure and pleasant experience.

Requirements

• High school graduate; completion of one year of training as a Medical Assistant preferred.
• Minimum three years of experience as a Medical Office Assistant preferred.
• Experience with coding helpful.
• Basic Life Support (BLS) certification required within 90 days of hire date.

Physical Demands & Work Environment

Light physical effort typical of an office job. Tasks may involve exposure to blood, body fluids, or tissues (Category I).