Medical Assistant/Referral Coordinator-Ambulatory Patient Advance Access

Job Description:

Education:

Required: High school diploma, GED or higher level degree and Medical Assistant course completion if hired after March 1, 2025

Licensure/Certification:

Required: American Heart Association BLS
Preferred: Medical Assistant Certification

Experience:

Required: One (1) year of experience in a medical practice/clinic or related healthcare setting

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.
• 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.
• 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.
• Manages clinic Electronic Medical Record (EMR) incoming/outgoing referral work queues; facilitates patient appointments or referral to intended clinic accordingly and in a timely manner.
• Establishes and maintains an open and collaborative relationship with clinics and departments to facilitate a seamless referral process.
• Answers all patient questions, requests and telephone/written correspondence timely and appropriately to ensure a positive experience.
• Verifies accurate and complete patient, guarantor and insurance carrier information for billing and follow-up.
• Submits required documentation to support treatment for referral completion; ensures insurance authorization is received timely.
• Manages and organizes all outgoing documents sent to central Health Information Management (HIM) for scanning/indexing: ensures proper patient identification on each document and appropriateness of documents to be scanned.
• Requests and obtains medical record data from referring offices and organizations, as needed.
• Identifies and collects co-pays/deductibles based on insurance eligibility information and/or EMC uninsured cash discount quotes for emergency and outpatient services; provides patient with receipt of payment, if applicable.
• Coordinates with clinical staff to obtain medical records to submit to HMO insurance, if applicable.
• Contacts patients to schedule annual Medicare wellness visits and annual HMO physicals in collaboration with nurse, if applicable.
• Covers front desk duties; answers phones, retrieves voicemail messages and returns calls timely and appropriately, if applicable.

Essential Skils:

• Ability to successfully complete training orientation program(s) and competencies
• Basic knowledge of insurances, including eligibility and benefit coverage, and other relevant information
• Ability to adapt quickly to changing priorities and unexpected situations
• Critical thinking skills
• Self-starter; driven to take action without needing prompting
• Ability to communicate and interpret using medical terminology
• 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
• 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 effectively communicate in a positive and professional manner
• Knowledge of Epic scheduling, registration and communication tools