Job Description

JOB TITLE:             Medical Assistant / Medical Secretary

SHIFT / STATUS: PRN (As needed up to 20 hours per week); MOSTLY WEEKENDS            

REPORTS TO:        Manager of Clinical Medicine, Provider or Chief Operations Officer

POSITION SUMMARY: Assist physician or physician assistant to prepare medical documentation and to prepare charts in advance of patients being seen for medical visits.  Regularly assists PA or Physician in compiling medical documentation from charts, taking down information from patient interviews or from documentation present in Medical Records or Intake records.  Assists in pulling charts and in organizing charts to cue up patients to see the physician or PA for exams.  Assists provider to complete a head to toe assessment and complete the History and Physical Assessment portion of the patient’s admission.  Frequently is recording responses of patients (by typing into forms or on a computer data base) to provider’s questions about their medical history and recording that information into the computer system or in the chart.  May pull laboratory values or test results from computerized charting and EMR systems and convey the test results to the providers in order to assist with patient care.  Extensive work with patient medical records, completing forms on MS Word platform as examinations are administered, must be comfortable with typing into MS Word or Computerized EMR charting or databases.  May at times serve as medical chaperone for medical exams and may take vital signs and height/weight measurement as well as collect specimens or transport specimens to be processed.   May retrieve patients from the care floor and room them in the examination area.  May take vital signs and may complete basic blood draws (if MA, IV or Phlebotomy certified). Perform other MA or medical secretarial tasks to facilitate the ready flow of patient care in the examination area of the hospital.  Completes daily medical filing and file maintenance activities.  May assist with patient care procedures under supervision of physician or physician assistant.  May cover shifts for other Medical Assistants during vacation and must be able to work with a variety of medical providers and other clinical disciplines.   Must be flexible and adaptable and MUST be comfortable with direct patient care duties as well as experienced with medical secretarial functions.

REQUIREMENTS: Must be 21 years old.  Prefer 1 year of experience as a medical secretary or medical assistant in a clinic, hospital or outpatient setting.  Must be comfortable providing support and basic care to psychiatric patients. 

WORKING CONDITIONS:  Duties require sitting, standing, walking, reaching, keyboarding and some lifting.  Position involves both indoor and (at times) outdoor activities, on site at the inpatient hospital, works with others.  Hours may be irregular, duties variable.

ESSENTIAL FUNCTIONS INCLUDE BUT NOT LIMITED TO:

• Demonstrate positive and courteous manner in dealing with patients, physicians and co-workers
• Ability to communicate effectively (hear, listen, speak) with patients, physicians and staff
• Handle patient and employee information with appropriate sensitivity and safeguarding to ensure confidentiality and right to privacy
• Exhibit flexibility when work assignments need to be adjusted to meet the needs of our patients
• Provides patient care that is consistent with organizational policies and external regulations and requirements
• Seeks supervision/consultation or refers to another resource when unable to perform safely, effectively, or within role
• Presents a professional appearance and approach with patients and staff
• Consistently demonstrates and incorporates principles of safety and infection control into daily activities as outlined in organization’s policies and procedures.
• Perform basic Medical Assistant tasks, including but not limited to, vital signs, routine blood draws, and medical chaperone tasks
• Prepare patients for practitioner exams
• Assist physicians/practitioners as requested for basic and emergency procedures
• Maintain smooth patient flow by monitoring physician/practitioner work and anticipating their needs
• Maintain a clean and safe environment in all patient areas, incorporating principles of safety and infection control into daily duties
• Participate in any and all in-service training as scheduled by supervisor
• Stock medical areas daily, or as needed
• Perform procedures under supervision of physician or physician assistant
• Assist physician and physician assistant in exam rooms
• Escort patients to exam rooms, interviews patients, measure vital signs, including weight, blood pressure, pulse, temperature, and document all information in patient’s chart
• Give instructions to patients as instructed by physician or physician assistant
• Ensure all related reports, labs and information is filed is available in patients’ medical records
• Keep exam rooms stocked with adequate medical supplies, maintain instruments
• Take telephone messages and provide feedback and answers to patient/physician/pharmacy calls
• Triage and process messages physicians and physician assistants
• All other duties as assigned by the Manager of Clinical Medicine

OTHER FUNCTIONS :

Interpersonal:  Motivates and provides access to information, empowering appropriate decision-making and/or process participation.

• Oral Communication (effective communication skills in one-to-one, staff meetings, attends all mandatory staff meetings and other settings).
• Written Communication (Adheres to policies and procedures.)
• Use of Socialized Power (builds coalitions/networks of people to get things accomplished).

Functional:  Contributes to the efficiency of the organization.

• Efficiency Orientation (sets realistic goals, attention to waste, avoiding redundancy).
• Cost Management, i.e., uses resources wisely.
• Adheres to Attendance Policy.

Service Excellence:  Demonstrates commitment to service and contributes to a positive environment.

• Treats guests, patients, physicians, and other associates with care, courtesy and respect.
• Consistently anticipates the needs of the customer and puts those needs first.
• Ensures that documentation meets policies, procedures, standards and laws.

Values and Commitment

• Protects confidentiality of patients and peers.
• Promotes enthusiasm, dedication, and self-motivation.

Fulfills Professional Conduct

• Treats patients, families, visitors, and peers with respect.
• Maintains positive attitude.
• Refrains from gossip.
• Offers problem-solving ideas.
• Strives for professional excellence.

Facilitates An Effective Communication Process

• Maintains a communication pattern that promotes collegiality.
• Identifies self and clarifies role to patient, family, staff, physicians, students and other disciplines.
• Recognizes and responds appropriately to verbal and non-verbal cues.
• Communicates effectively with all members of the health care team in a timely manner by:
• Asserting self with tact
• Supporting collaboration
• Maintaining open communication
• Offering suggestions and criticisms constructively
• Using appropriate chain of command.
• Relates complete and pertinent information in verbal and written communication.
• Initiates and maintains open and effective communication with the business department staff and other department associates.
• Demonstrates knowledge of new/revised hospital, and department policies.

Demonstrates Understanding of Patient Rights and Delivers Care in Accordance With Policies and Procedures Regarding:

• Patient confidentiality.
• Appropriate boundaries.
• Personal privacy.

Other duties as assigned

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