Job Summary:
The Administrative Medical Assistant assumes clerical responsibility to coordinate activities in the health clinic. Performs receptionist, telephone, and clerical duties to support clinic staff in the delivery of care and services to participants. Performs scheduling and reconciling of participant appointments including lab work, diagnostic imaging, and consulting specialists. Interacts with participants, staff, consultants, visitors, and others in a manner that facilitates communication and presents an appropriate image of the center.
Essential Duties and Responsibilities:
75% - Administrative Work (schedules, orders, contacting providers, supply ordering etc.)
25% - Clinical Work (brining participants back to the clinic, vitals, etc.)
1. Greets visitors, staff, and participants promptly in a pleasant, courteous manner. Provides accurate information. Makes prompt efforts to answer questions, to resolve problems within the scope of responsibility, or notify appropriate staff to assist. Promptly notifies Director of Clinical Services, Primary Care, and/or Clinic Nurse of all participant, family, and/or vendor concerns, grievances, and complaints.
2. Schedules participant appointments within the PACE center as directed by the clinic staff.
a. Will be the back up for outside appointment scheduling.
i. Completes paperwork and ensures that required records accompany participants scheduled for outside appointments
3. In conjunction with other clinic staff and the Health Information Management Specialist, tracks internal and external appointments and receipt of subsequent documentation.
4. Completes or updates daily schedules, maintains flow of paperwork, and routes documents to appropriate departments in a timely manner.
5. Coordinates transportation needs with the Director of Non-Clinical Services as well as contacting participants and/or caregivers to notify them of appointment and transportation times.
6. Maintains clinic inventory of equipment and supplies to keep levels sufficient to meet needs of the clinic. Orders additional supplies as needed.
7. Communicates with Clinic Nurse and Primary Care Provider throughout the day to coordinate efforts and to meet participant and staff needs. This includes but is not limited to assisting with preparing exam rooms, making/stripping beds, locating and bringing participants to the clinic, and putting away supplies in the clinic to maintain an organized environment.
8. Takes participant vital signs as directed and documents in the Electronic Health Record (EHR). Assists participants in the restroom as needed.
9. Uses personal protective equipment as needed and complies with all infection control policies and procedures
10. Answers incoming calls and re-directs as needed.
11. Provides assistance, guidance and direction to participants, families, visitors, guests, and vendors.
12. Receives and distributes mail and other items delivered to the clinic.
13. Conducts self in a professional manner.
14. Performs all other duties as assigned within the scope of his/her practice.
15. Reports to Director of Clinical Services.
General Responsibilities:
1. Must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with supervisors, customers, vendors, and any other person or organization with whom interaction is required to accomplish work and employer goals.
2. Must be punctual and timely in meeting all requirements of performance, including but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.
3. Must maintain courteous, professional and effective working relationships with employees at all levels of the organization.
4. Must develop and maintain courteous and effective working relationships with clients, vendors and/or any other representatives of external organizations.
5. Must show respect for the opinions of others and behave in such a way as to ensure an atmosphere free of needless interruptions, difficulty and/or discrimination.
6. Must handle in a constructive, non-disruptive manner, the multiple business, organizational and interpersonal changes or stresses that may exist in the employee’s work, work processes, dealings with other personnel, and supervision (provided or received). (“Work processes” include but are not limited to, how work is performed, supervised or distributed; how problems are solved; and how decisions are made.)
7. Must be sufficiently adaptable to accept and perform, in a timely and effective manner, work assignments that are outside the normal (day-to-day) routine.
8. Must adapt, with minimal or no advance notice, to changes in how business is conducted and work is accomplished.
9. Performs related duties as required.
Qualifications:
1) Education:
a. High School Diploma or equivalent
b. Certified Administrative Medical Assistant and/or Certified Nursing Assistant required
2) Experience:
a. Three years of experience working in a doctor’s office, clinic, or similar healthcare setting.
Knowledge and Skills:
To perform the job successfully, an individual should demonstrate the following competencies:
1. Proficient in MS Office suite of applications, including Outlook, Word and Excel. Must be willing to learn other software programs utilized by the PACE Program.
2. Customer service skills.
3. Develops and maintains a working knowledge of program record keeping policies and procedures, and the ability to apply knowledge to job tasks.
4. Shows evidence of strong organizational, verbal, and written communication skills.
5. Sufficient interpersonal skills and maturity to communicate effectively with professional staff, direct care staff, consultants, visitors, and others, in person and on the telephone.
6. Ability to establish appropriate priorities for receiving, relaying and acting on information, and to maintain organization of all records.
7. Appreciates the importance of maintaining confidentiality of information.
8. Demonstrates honesty and integrity at all times in the care and use of program property.
9. Able to understand and to follow written and verbal directions. Able to effectively communicate through verbal and written means.
10. Develops and maintains knowledge of emergency and disaster procedures of the program. Able to locate nearest exit, and to understand and respond to written or oral instructions in case of an emergency.
11. Sufficient mobility and strength to move freely through the building and to maintain personal safety at all times.
12. Demonstrates respect for co-workers and responds to the needs of the program by complying with program policies on attendance and punctuality and dress code. Able to arrive and to begin work on time and to report for duty as scheduled on all shifts.
13. Demonstrates ability to prioritize tasks/responsibilities and complete duties/ projects within allotted time.
14. Able to respond to change productively and to handle additional tasks/projects as assigned.
15. Able to carry out the essential functions of this job (with or without reasonable accommodation) without posing specific, current risk of substantial harm to health and safety of self or others.
16. Ability to exchange information clearly and concisely with the supervisor, managers and co-workers.
***Freedom from illegal use of drugs and freedom from use and effects of use of drugs and alcohol in the workplace
*** Persons who have been found guilty by a court of law of abusing, neglecting or mistreating individuals in a healthcare-related setting are ineligible for employment in this position.