Located in the heart of the Coachella Valley, you have access to resort-style living and world-class amenities throughout Southern California.
Job Objective:
Provides a variety of support services for assigned clinic(s) as directed by leadership. Provides various clerical, administrative, and general office support including creating documents, memos, forms utilizing Microsoft Office, report preparation, record and file maintenance, data gathering, data analysis and presentation. Coordinates the care of the patient from escorting patient to exam room, performing vital signs, preparing patient for exam and discharge and for ensuring the accurate documentation of patient care activity.
Job Description:
Education:
Required: High school diploma, GED or higher level degree if hired after March 1, 2025; Medical Assistant course completion
Licensure/Certification:
Required: Medical Assistant Certification within six (6) months of hire if hired after March 1, 2025; American Heart Association BLS
Experience:
Required: Two (2) years of experience in a medical practice/clinic or related healthcare setting
Preferred: Administrative or management support experience
Essential Responsibilities:
- Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
- Assists patients to exam/procedure rooms; obtains medical and social history, vital signs, height and weight, allergy information, medication reconciliation information and records data in electronic health record (EHR); records information accurately and timely in EHR.
- Assists providers by ensuring that appropriate preparation, examination and diagnostic testing occur without error and without delay.
- Processes patient referrals to other provider offices.
- Prepares patient electronic medical record (EMR) charts timely and accurately.
- Gathers reports, labs, studies or other data pertinent to upcoming patient appointments.
- Places order for films, labs and other studies as appropriate, timely and accurately.
- Collaborates with patient scheduling and schedules patients as needed.
- Answers all patient questions and requests timely and appropriately.
- Faxes and copies necessary information to insurance companies, other provider offices and facilities as necessary.
- Responds to patient pharmacy requests in collaboration with providers.
- Answers phones, retrieves voicemail messages and returns calls timely and appropriately.
- Maximizes use of free time between patients by cleaning and stocking rooms, copying documents and filing; assists with medical and office supplies inventory and/or ordering.
- Obtains provider or patient signatures on appropriate documents.
- Accepts responsibilities only within scope of practice.
- Maintains and practices professional boundaries with all patient interactions.
- Gathers data used for clinics or service line metrics; creates and updates spreadsheets to track metrics, including patient volumes by clinics or service line, accreditation metrics patient encounters by provider hours, etc.
- Analyzes data, presents clinics or service line metrics, answers questions on data, resolves issues with data, cross checks data where possible to verify accuracy, and assists with improving the data gathering and presentation process.
- Monitors physician schedules to ensure appropriate scheduled clinic time and tracks physician time off for PTO and CME purposes.
- Cross trains with and provides back up support to staff as needed for staff absence or unusual workloads.
- Facilitates access, instructs and orients new hires/transfers on how to access policy & procedure systems, standard operating procedures, research, ethics, and compliance training courses, computer systems used by research professionals, if applicable.
- Tracks and maintains all certifications and licenses for reporting areas.
- Schedules and coordinates meetings, prepares needed materials and arranges meeting space.
- Maintains annual compliance for all employees including safety updates; coordinates skills fair in collaboration with leadership and education department, if applicable.
- Order supplies, maintains files and records and creates supplier invoice requests, if applicable.
- Packs and ships medical records to storage.
- Coordinates clinic or service line specific meetings; ensures meeting space is secured, prepares agenda and takes and distributes minutes for review, if applicable.
- Assists the department in resolution of issues and makes recommendation for process improvement in workflow.
- Updates and distributes clinical trial flyers/brochures; updates flyers/brochures at inpatient waiting rooms, exam rooms and resource center, if applicable.
- Processes billing information accurately and timely; assists with internal billing audit, if applicable.
- Assists with providers reimbursements, if applicable.
Essential Skils:
- Written and verbal communication skills
- Ability to organize information or data to facilitate easy retrieval and use
- Ability to create a welcoming environment for patients and visitors, demonstrating empathy and respect in all interactions
- Ability to handle difficult and stressful situations in a calm and professional manner
- Ability to adapt quickly to changing priorities and unexpected situations
- Critical thinking skills
- Ability to effectively communicate in a positive and professional manner
- Ability to communicate and interpret using medical terminology
- Self-starter; driven to take action without needing prompting
- Problem solving skills to identify issues and formulate effective solutions
- Ability to maintain high degree of confidentiality
- Ability to operate general office equipment (i.e., computer, printer, scanner, telephone, etc.)
- Ability to use Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications
