Job Details POSITION SUMMARY: The Medical Office Assistant must show an uncompromising commitment to providing the highest quality of patient care by being an integral part of the clinical team. Medical Office Assistants are under the general supervision of the office manager but under the direct supervision of the licensed provider while performing clinical and other supporting patient care tasks. The Medical Office Assistant will perform their duties to the full level in accordance with NYS guidelines as outlined below. The Medical Office Assistant is assigned duties and responsibilities related to patient care in a team-based care and integrative health environment. The MOA must demonstrate competency in all skills related to the performance of patient care and demonstrate effective communication skills. The MOA assists in the design and oversight of efficient patient flow and upholds an environment of patient safety and satisfaction. In addition the MOA assists with front end duties when needed. DUTIES/RESPONSIBILITIES: Room Preparation: Prepares exam rooms for use following protocol including: disinfecting, stocking all rooms, checking vaccinations and medications availability for the day. Responsible for Practice Health & Safety Assessment tasks such as log keeping, sample medication cabinet, etc. Cleans, sets up, and prepares equipment/ supplies for use. Checks equipment to assure accuracy. Stores all supplies and specimens properly as per guidelines. Clinical: Participates in the care of the patient, as a valued member of the health care team. Preps the patient chart with pre-visit planning by reviewing the next working day’s schedule and identifying gaps in care. The medical assistant is responsible for ensuring and/or obtaining the last mammogram and breast ultrasound, colonoscopy, immunizations and any clinical studies or consults that are required for that office visit Greets and welcomes patients by addressing the patient by their last name. The medical assistant will then uses two (2) identifiers for patient identification (name and date of birth). The MOA will then identify themselves by their first name and explain what their role is. Escorts patients to exam rooms. Directs patient flow for maximum efficiency. Collects and documents patient information, clinical data and other relevant information such as vital signs, height/weight, allergies, active medication list, chief complaint, pain screen and current symptoms. Obtains additional data from patient/significant other, EKG/lab/ diagnostic test results and other historical data. Reports findings to provider, recognizing abnormal findings or changes in condition. Confirms and clarifies written orders prior to implementation of delegated tasks. Collects, prepares and processes laboratory specimens for on-site and remote-site testing. Tracks and enters results in medical record. Performs quality control for waived testing and log maintenance. Performs, prepares for and assists with in-office procedures which may include but not limited to EKG, holter monitor and other ancillary testing. Schedules procedures, referrals and specialty services and testing. Obtain prior authorizations on specific medications, diagnostic testing/imaging, as ordered by provider. Maintains and uses principles of aseptic techniques and infection control when performing clinical duties and tasks. Provides and reinforces appropriate age-specific patient education, health information materials and community resources, as directed. Identifies patient’s need for additional information, and refers to RN or appropriate practitioner. Performs time-sensitive delegated tasks, which includes, but not limited to, the review and monitoring of EHR messages. Reviews and reconciles Health Reminders, cyclic visits and diagnostic testing in accordance with medically accepted criteria and under direction of providers. Participates in team meetings/huddles to complete communication loops to provide feedback and answers to providers, patients, families, pharmacies, vendors, etc. Demonstrates knowledge of specific unit performance initiatives including outcomes and plan for improvement. Aids in the orientation of new staff. Practice Operations- In close partnership with health care team, assures smooth and efficient patient flow and clinical operation. Works with healthcare team to assure smooth and efficient patient flow and clinical operation. Problem solves obstacles to through-put process and notifies appropriate party to resolve undue backlogs and wait times. Works to create and maintain excellence in patient/family satisfaction, relationships and engagement. Responds to care questions or complaints in order to immediately resolve. Provides documentation on unresolved issues voiced by patients and refers to appropriate party for resolution. Operates clinical equipment according to equipment procedures including safety and quality control checks. Checks care areas for malfunctioning equipment and general maintenance problems on a regular basis. Reports findings to appropriate person or arranges for repairs, as required. Ensures that blood/body fluids, biohazard materials, needle containers and potentially infectious waste are appropriately disposed and removed from the clinic and exam area according to infection control guidelines. Orders, stocks, and maintains exam rooms, special order items and supply storage areas using par levels of supplies, medications, linens, forms and equipment. Monitors expiration dates and takes action accordingly. Recognizes usage trends affecting unit supplies and makes recommendations for adjustments. Participates in staff meetings/huddles and workgroups by providing constructive input for performance improvement, facilitating problem-solving and providing input for the development of solutions. Identifies self-learning needs related to job description and seeks out appropriate resources to meet learning needs. Other duties, as assigned. Front End Duties: Assist with front office duties: greeting patients, answering phones, and verifying insurances. Post visit: Cleans and prepares the exam rooms for use following protocol including: disinfecting, stocking all rooms, checking vaccinations and medications availability for the day. Performs laboratory test procedures within established criteria. Including but not limited to: Performing Quality controls as per NYS guidelines. Maintaining logs with accurate documentation. Follow NY state guidelines for CLIA waived testing. Adheres to safety and scientifically accepted infection control practices and standards. Including but not limited to: Follows handwashing protocols. Practices aseptic techniques. Utilizes protective barriers. Utilizes personal protective equipment, e.g. gloves, lab coats. Maintains proper disposal of hazardous materials. Demonstrates knowledge of role in emergency disaster. Adheres to OSHA Blood Born Pathogen Standard According to the NYS Department of Education, tasks that cannot be performed by medical assistants or unlicensed persons include: triage, plan and evaluate patient care treat & diagnose patient in person, online or by phone, interpret test results or advise patients about medical conditions administering medications through any route, administering contrast dyes or injections of any kind, placing sutures, taking x-rays or independently positioning patients for x-rays, applying casts, first assisting in surgical procedures Performance Requirements, Skills and Abilities: Proficiency with care tasks such as phlebotomy, aseptic technique, etc. Excellent interpersonal skills and effective oral and written communication skills to enhance age-specific patient care, team collaboration and analytical problem solving. A detail-orientation with multiple tasks and follow-through of tasks to completion. Ability to work with an Electronic Health Record, Practice Management and Scheduling systems. BCLS training and current certification required from: American Heart Association - In person classes only. Virtual classes are NOT acceptable. Completion of a NYS accredited Medical Assistant Program required. Current medical assistant certification (National Healthcareer Association, American Medical Technologist, American Association of Medical Assistants, and National Centers for Competency Testing) preferred. Skills: Effective communication and interpersonal skills, verbally and in writing. Knowledgeable within the scope of practice of an MOA. Skilled in the use of office equipment, electronic health records, confident phlebotomy skills. Physical Requirements: Office and exam room environment may include exposure to communicable diseases, biohazards or toxic substances. Daily activities may include standing, walking, and sitting, bending and lifting items up to 30 lbs. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential physical demands. Expectation for All Employees: Demonstrate knowledge of and conduct himself/herself in conformity with the CHS Compliance Assurance Program and Standards of Conduct. Employee shall receive a copy of the CHS Compliance Program Handbook and be aware of the CHS Helpline. Employee will perform all work activities according to the highest ethical and legal standards. Conduct himself/herself in conformity with the HIPAA Compliance Program and applicable institutional policies and procedures for patient privacy. Play an active role in the CHS Information Security Awareness Program by following and supporting all CHS information security policies and procedures to the best of their ability. This will include reporting any suspected fraud, abuse, or violation of policy to the appropriate management or reporting mechanism. Support the organization’s mission and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, respect, commitment to our community, and accountability and ownership. *Every effort has been made to make this job description as complete as possible. However, it in no way states or implies that these are the only duties the Medical Office Assistant will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is a logical assignment to the position.