Lead Medical Office Assistant - APDerm

Reporting directly to the Practice Manager, the Lead Medical Office Assistant shall provide direct supervision to all clinical and clerical staff in a specific practice or practices in addition to providing direct care to a specified group of patients in our dermatology healthcare setting on an as-needed basis.  Oversees and supervises patient in-flow and out-flow, and appointment scheduling at check out. Functions as a Medical Assistant and/or Medical Receptionist when needed.

Monday-Friday 8:00am-4:30pm

Essential Duties & Responsibilities including but are not limited to:

• All the duties associated with MA I, II & III, Medical Receptionist, as well as other relevant site-specific clinical or clerical roles.
• Manage the day-to-day responsibilities of the MA I, II & III, Medical Receptionist, as well as other relevant site-specific clinical or clerical roles.  Assign duties to ensure the smooth running of the daily business.
• Ensure new staff are onboarded and trained.
• Manage the schedule and timekeeping of the team, including time off requests.
• Ensure SDS and OSHA books are maintained and up to date.
• Complete end of month inventory
• Perform regularly scheduled equipment safety checks.
• Receive and communicate information through various processes, including (but not limited to) use of computers, Intranet, e-mail, fax, and documentation in patient’s medical record. Follow HIPAA rules and regulations.
• Ensure that all appropriate equipment is in good working order at the beginning of the day and that adequate supplies are available for patient procedure/visit.  Ensure appropriate levels of supplies and inventory for office needs by utilizing the request system while understanding the importance of cost containment.
• Maintain adequate front office supplies. Ensure supply purchases are cost-efficient and within the budget.
• Responsible for implementation of policies
• Responsible for referral management
• Responsible for time-of-service collections
• Oversees administrative task bucket
• Provides back-up for front office and call center staff as needed in all locations.
• Maintains a pleasant and friendly work environment.
• Creates and follows-up on IT Helpdesk tickets.
• Follows up on provider requests for clerical staff.
• Travels to other office sites as necessary.

When acting as an MR, responsibilities include but not limited to:

Customer Service

• Answer telephone calls promptly and in a friendly manner.
• Warmly welcome patients into the practice.
• Triages all calls to appropriate personnel.
• See that the phone is answered before the third ring at all times.
• Collect and respond to messages left via voicemail.
• Make appointments on as-able basis.

Chart Administration

• Makes certain that patient records/EHR records are available and encounter form is attached.
• Registers all patients and checks insurance information as well as other demographics.
• Verifies spelling of patient’s name in Athena/GE Centricity.
• Keeps loose notes on file to a minimum and help files charts when able.
• Verifies referrals and print off from POS machine when patients arrive for appointments.
• Enters Meditech numbers if required.
• Enters referring PCP in the patient’s electronic medical chart.
• Verify insurance eligibility for each patient on current visit.

Check out Responsibilities

• Patient Check- Out
• Processes patients at conclusion of visit by reviewing encounter sheets for correct changes, diagnoses marked, provider signatures and follow up appointments.
• Provides special instructions to patients upon leaving such as lab slips.
• Accurately schedules and informs patients of return appointments for follow-up.
• Explains all fees and patient financial responsibility.
• Collects fee for services.
• Initials encounter forms.
• Ensures patient satisfaction.
• Balances money before lunch and at the end of the day. If payments are not balanced, leaves notice to billing.
• Accurately counts, documents in a daily cash log, and secures all change according to operating protocols on a daily basis.
• All checks are to be stamped with the DEPOSIT stamp.
• Create TOS money sheet at end of the day. Verify all money against printed sheet.
• Place in sealed batch bag and log in batch folder. Send to business office in locked courier bag.

Administrative

• Scans required documents and enters MEDITECH numbers into patient’s electronic chart.
• Accurately files chart.
• Check APDERM smart mail and respond accordingly to any requests.
• Creates appointment recalls in Athena for future visits.
• Checks the reschedule and appointment.
• Checks all offices out-boxes throughout the day even if the provider is not working.
• Assist in general office duties and other duties as required.
• Prints schedules for all providers daily
• Reviews Medical records for next day’s appointments.

When acting as an MA, Clinical Responsibilities include but not limited to,

• Prepares patient for the appointment based upon the diagnosis, procedure and or practice protocols. Includes proper dress (gowns), proper set ups for the procedure to be performed etc.
• Performs proper pre-visit procedure under the direction of the physician or other health care provider prior to the patient’s visit (suture removal, dressing removal).
• Observes and reports any abnormal symptoms or behavior to appropriate licensed personnel.
• Organizes and prioritizes daily work tasks to ensure the Physicians/NP's schedule runs smoothly and all patient needs are met.
• Utilize standard precautions in room preparation and while assisting with procedures/exams.
• Perform appropriate specimen collection (including labeling, ensuring the specimen is in the bottle and practice protocol).
•  Records and maintains pathology logbook to ensure that all pathology reports have been properly documented.
• Provides and reviews appropriate instructions to patients regarding procedures or testing.
• Provide patient with written educational material.
• Performs allergy Patch Testing per established protocol.
• Performs suture removals, wound cultures, and other procedures as directed.
•  Performs proper dosing and mixing of the following preparations:
  • Buffered Lidocaine, Kenalog, Sclerotherapy preparations, Botox- Cosmetic & Hyperhidrosis
• Train patients on proper biologic injection protocols
• Demonstrates knowledge and safety practices of ancillary services such as:
  o   Phototherapy UVA and UVB, Xtrac, Laser, Excisions
• May be asked to cross train and learn ancillary services based on the needs of the practice:
• Prepares patient for the treatment based upon the referring clinicians order, sets up for the proper procedure to be performed including:
  needed consent(s)
  • calibrating machine
  • preparing treatment area per clinician protocol
  • performing treatment per clinician protocol
  • provide patient with appropriate pre and post care instructions
  • escorts patient to the appropriate treatment room and inquires about response to previous treatments per practice standards
  • demonstrates knowledge and safety practices of ancillary services as established per protocol
  • seeks advice from clinician when needed, for treatment adjustment or complications
  • responsible for accuracy of EMR documentation and for accuracy in billing for services provided
  • routes clinical documentation to the referring clinician for final review and signature
• Completes or assigns suture inventory, checks all rooms for expiring inventory.
• Seeks advice from a provider when needed for treatment adjustment or complications.

Ancillary Service Responsibilities include but not limited to:

• Prepares patient for the treatment based upon the referring clinicians order, sets up for the proper procedure to be performed including:
• needed consent(s)
• calibrating machine
• preparing treatment area per clinician protocol
• performing treatment per clinician protocol
• provide patient with appropriate pre and post care instructions
• Escorts patient to the appropriate treatment room and inquires about response to previous treatments per practice standards
• Seeks advice from clinician when needed, for treatment adjustment or complications
• Responsible for accuracy of EMR documentation and for accuracy in billing for services provided
• Routes clinical documentation to the referring clinician for final review and signature

Minimum Qualifications:

• Education: High School Diploma or equivalent (GED) required and graduation from a Medical Assistant Program is required.
• Proven proficiency in the duties of MA I, II & III and Medical Receptionist.
• General Dermatology, Cosmetics and Mohs experience is required.
• Previous supervisory experience preferred.

Licensure, Certification, Registration:

• Certification Medical Assistant (CMA)

Skills, Knowledge, & Abilities:

• Infectious control, HIPAA, and OSHA knowledge is preferred.
• Strong interpersonal and customer service skills required to communicate with patients, family members, physicians, and other health care providers, as well as other colleagues in a positive, professional manner.
• Possesses and displays knowledge of medical terminology.
• Must possess strong problem-solving abilities and analytical skills to ensure patient’s needs are met.
• Must possess excellent computer skills to input and retrieve clinical information.
• Utilize critical thinking and good judgment in performance of tasks.
• Must possess organizational skills and can multitask.
• Must be able to prioritize daily assignment to ensure smooth workflow.