Medical Office Coordinator​/MA; Department of Neurosurgery

Overview

The Medical Office Coordinator/Medical Assistant performs patient care duties in the ambulatory clinic environment under physician supervision, supports administrative and clinical tasks, and ensures efficient patient flow and service quality.

• Collects patient information and assessment data. Obtains and records patient's vital signs: temperature, pulse, respirations, blood pressure, O2 saturation, peak flows, weight and height. Reports assessment findings to practitioner, and records on appropriate documentation forms in a timely manner.
• Confirms written orders prior to implementation of delegated tasks.
• Maintains and uses principles of aseptic techniques and infection control when performing clinical duties and tasks.
• Assists practitioner in identified patient procedures/treatments/examinations, (preparation, positioning, supplies, equipment).
• Appropriately obtains and manages specimens, including: labeling, form completion, transport to laboratories, and log maintenance. Performs quality control for waived testing.
• Recognizes emergency situations, implements emergency procedures according to clinic guidelines, administers first aid including CPR and maintains emergency equipment and supplies.
• Provides appropriate patient education, health information materials and community resource lists as directed.
• Schedules patients for new and returns appointments, medical examinations, procedures and consultations.
• Provides high level of coordination and communication for international and domestic patients, including scheduling multiple visits within a short time frame.
• Creates processes and systems to ensure high level of service to patients. Proactively seeks to schedule/reschedule patients to efficiently utilize resources (e.g., backfill to cover cancellations or add urgent appointments, etc.).
• Provides exemplary customer service by utilizing service excellence techniques such as scripting, service recovery and rounding to ensure that patient expectations are exceeded during clinic visit. Resolves and/or elevates any patient problems if proactive and timely manner.
• Verifies and enters pre-registration and insurance information into the computer system and prepares daily printed schedules for designated areas. Resolves third party issues.
• Demonstrates understanding and sensitivity to diversity. Considers cultural and linguistic differences that may impact patient experience and makes appropriate accommodations/recommendations to ensure patient expectations are exceeded.
• Prints and mails directions, maps, fee schedules, doctor's notes, test results, and other clinic-specific information to patients. Sends medical questionnaire forms to patients to obtain missing information.
• Works in coordination with the clinic staff to ensure accuracy, proper organization and advanced preparation of clinic visits.
• Relays information to patients regarding preparation for laboratory tests and examinations.
• Obtains and/or verifies patient's demographic data by phone or in person.
• Confirms appointments by telephone and/or mail. Fills vacancies due to cancellations.
• Assures all patient correspondence is transmitted to correct areas in a timely manner to streamline patient processing.
• Assists patients or family members with the completion of medical insurance forms.
• Informs patients of costs of care being provided and guides them to appropriate resources for further information or assistance.
• Sends correspondence to referring physicians when patients cancel or no-shows, also sends thank you letters for patient referrals.
• Answers phones and provides routine information to callers. Maintains e-mail group for the clinic and distributes correspondence to the appropriate staff member or physician within the clinic.
• This role also requires cross training on Surgical Coordinator duties and to assist when an emergency or coverage needed arises.
• Other duties assigned by the Manager.

The Medical Assistant (MA) has duties and responsibilities related to patient care in the ambulatory clinic environment. The individual displays responsible behaviors, communicates effectively to others and functions as a member of the healthcare team. The MA functions under the direct supervision and authority of the physician when performing clinical tasks during patient care. The MA reports to the clinic manager, who is responsible for administrative supervision, staff development, and orientation of the MA to the area's policies and procedures.

The MA must demonstrate competency in all skills related to the performance of patient care. The MA maintains an inventory of examination/procedure room supplies, assists in the organization of efficient patient flow, and organizes the clinic environment to assure patient safety.

• High School Diploma or graduation equivalent.
• Two years administrative experience.
• Certification/Registration as a Medical Assistant (e.g. CMA, AAMA, RMA, AMT, NAHP) required. If not currently…