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.

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.
• Turns off computer at end of day.
• Assist in general office duties and other duties as required.

Other Responsibilities

• Prints schedules for all providers daily
• Reviews Medical records for next day’s appointments.
• Keeps waiting room free of expired magazines, litter, and keeps organized.
• Performs other duties as required.

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

• Escorts patients to the appropriate room, accurately obtains and records history and chief complaint to practice standards.
• 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.
• Maintain confidentiality and patient rights in interactions with the patient/family and other health care workers.
• 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
• In clinics without a Clinical Site Coordinator – the MA III works with the Practice Manager to ensure all daily, weekly and monthly office tasks are assigned and completed.  Ensures the Safety Data Sheets (SDS) book and OSHA Manual are kept up to date.
• 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
• 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

• Maintains a ONETeam mindset using the foundation of our core values, the 3Ps: Positivity, Productivity, and Professionalism.
• Support APDerm’s mission and culture of high-quality standards by carrying out applicable policies, procedures and established industry standards, laws and regulations. Examples include adhering to privacy and data protection practices, ensuring a safe workplace, and reporting observed or suspected behavior and actions that do not meet APDerm standards.
• Complete all assigned required training by the deadline including, but not limited the Code of Conduct, Privacy & Data Security, and OSHA.

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.