Medical Office Assistant - PBHIC - Full Time

Job Title: PBHCI Medical Office Assistant   

Supervisor: Director of Health Integration 

FLSA Status: Non-Exempt  Grade:

Position Summary:


The Medical Office Assistant performs administrative and clinical duties including, but not limited to, rooming patients, performing vital signs, collecting various consumer metrics, and front desk reception duties as needed.  H/She communicates consumer information to providers, and other key staff members. 

Essential Functions:

Ø  Clinical work is performed under the general supervision of a Physician, Nurse Practitioner, Physician Assistant or Registered Nurse.

Ø  Performs clinical intake on patient by checking vitals including height, weight, temperature, bloodpressure, pulse, respiration, waist circumference, pain scale, and carbon monoxide while following current SAMHSA grant requirements.

Ø  Prepares patient for examinations, procedures and treatments.

Ø  Observes, notes, and reports to provider any relayed changes in patients' conditions, such as adverse reactions to medication or treatment during rooming procedure.

Ø  Performs medication reconciliation at each patient encounter during the rooming process.

Ø  Collects and processes gynecological and urine specimens.

Ø  Maintains and disinfects examination/treatment rooms, including equipment after each patient encounter. Alerts office manager of any needed supplies to be ordered.

Ø  Coordinates timely follow-up of patient requests for services including prescription requests, referrals, diagnostic testing, and appointments for sick visits.  Documents all follow up procedures directly in EMR.

Ø  Performs administrative duties for the office by registering all appointment types in scheduling software system, greeting patients, answering phone calls and voicemails in a timely manner, and handling all requests from all care managers, counselors, and staff.

Ø  Maintains and updates patient medical records including verification of demographics and insurance information at each encounter. Obtains signed PCP change form when necessary. 

Ø  Schedules or arranges for other tests or referrals to specialists as directed by provider or nurse.

Ø  Processes referrals and maintains knowledge of authorization process for patients with managed care insurance plans, including authorizations for medications, imaging, and specialty services. Assists in the authorization process for medications, imaging, and specialty services when directed by provider or nurse.

Ø  Organizes caseload of patients for the following day by checking insurance batch eligibility run in scheduling software system and by preparing the charts in CGM by confirming appropriate provider and location is listed under Primary Provider in 'Patient' and 'Insurance' tab. 

Ø  Updates the BestSelf Primary Behavioral Health Care Integration (PBHCI) team each session if a patient has arrived, canceled, or no shows to aid in the collection of the 'National Outcome Measure Survey' (NOMs) required by the current SAMHSA grant.

Ø  Represents UBMD Family Medicine and BestSelf by displaying a respectful and caring manner with patients, families, community partners, coworkers, care managers, and supervisors.

Ø  Must be punctual and present, ready to work assigned hours. 

Job Description -  Medical Office Assistant        Page 2

Other Functions:

Ø  Works alongside BestSelf care managers, counselors, and other support staff to aid in appropriate coordination and continuity of care to achieve robust patient benefit and satisfaction.

Ø  Accepts and readily adapts to changing priorities, new ideas, strategies, procedures, and methods. Works alongside providers, clinical staff, and administrative staff to implement new policies and procedures.

Ø  Maintains competence through continuing education and attending in-service training.

Ø  Ability and willingness to travel as needed to meet operational needs.

Ø  Other duties as assigned by providers or Director of Health Integration within scope of practice.

Minimum Requirements:

Education:    Medical Assistance training; registration or certification preferred.

Experience:   At least two (2) to three (3) years' clinical experience, preferably in an outpatient clinic. 

Knowledge, Skills

& Abilities:   Excellent clinical and customer service skills.  Must have excellent organizational and time management skills as well as ability to multi-task.  Must be able to work independently and as part of a team.