Medical Assistant II

The Medical Assistant II reports to the Practice Manager and is responsible for front and back office functions as well as administrative duties that support the operational and clinical programs, including providers, to perform their duties and necessary functions.

DUTIES & RESPONSIBILITIES

• Serves as the initial company contact for potential, new, and existing patients.
• Completes outlined protocols and procedures related to managing new and existing patients.
• Acts as a liaison for patients to coordinate direct care services and to reach support departments.
• Performs Administrative duties, as assigned by supervisor
• Coordinate interventional services (Transcranial Magnetic Stimulation, TMS) and/or Electroconvulsive Therapy, ECT) for potential, new and existing patients.
• Responsible for delivering TMS therapy to patients and providing a safe and therapeutic environment for daily treatment sessions.
• Serves as the point of contact for the organization’s medication processes.
• Performs administrative duties, as assigned by supervisor

ESSENTIAL REQUIREMENTS

N/A

DESIRED QUALIFICATIONS

• Previous experience with billing software and EHR applications.
• Advanced knowledge of Microsoft products – i.e., Word, Excel, Power Point.
• 2-4 years prior experience in a medical office
• Demonstrates good verbal and written communication and customer service skills.
• Ability to read, write, and comprehend basic medical terminology.

PHYSICAL DEMANDS

• Length of time sitting could amount to 1/3 to ½ of shift
• Length of time standing could amount to 1/3 to ½ of shift
• Ability to hear and speak to clients on the telephone and in person
• Ability to lift items 40 Lbs or under

COMPETENCY EVALUATION CRITERIA

Serves as the initial company contact for potential, new, and existing patients.

• Answer multiple phone lines in a professional, courteous manner.
• Process patient referrals, forms and other correspondence such as letters requested by the patient in a timely manner, participating in the referral development process as needed.

Completes outlined protocols and procedures related to managing new and existing patients.

• Schedule new and current patients according to the provider’s needs and preferences, and support providers as appropriate.
• Complete new patient process in a timely manner (interface with patients, schedule patient, call or verify online for benefits and send new patient packet and ensure patient brings completed packet to appointment). Ensure that all records are received from referral source prior to appointment
• Generate and send daily reports for reminder calls.
• Calls all no-show appointments and cancellations to reschedule appointment.
• Completes daily census
• Assists with meal provision to program patients
• Maintains and audits patient charts for compliance and deficiencies.
• Process medical record requests, patient referrals, forms and other correspondence.

Acts as a liaison for patients to coordinate direct care services and to reach support departments.

• Assist patients with questions regarding billing/insurance issues.
• Collects co-payments and self-pay payments from patients and posts to billing system.
• Coordinates with billing department or billing/insurance issues and problem resolution, as needed and required.
• Effectively communicate any patient information or updates to providers as needed.
• Demonstrates the ability to use Electronic Health Record an additional software programs to access patient information.
• Handles all patient information in a confidential and private manner, and in compliance with state and federal laws for mental health.

Coordinate interventional services (Transcranial Magnetic Stimulation, TMS and/or Electroconvulsive Therapy, ECT) for potential, new and existing patients.

• Call insurance carriers to verify eligibility and benefits and obtain authorizations for TMS and ECT patients.
• Maintains the TMS and ECT schedule for all existing and new patients.
• Responsible for faxing EKG and chest x-ray orders for ECT patients to appropriate facilities.
• Attends ECT quarterly meetings and prepares quarterly reports.
• Effectively communicate any patient information or updates to providers as needed.

Responsible for delivering TMS therapy to patients and providing a safe and therapeutic environment for daily treatment sessions.

• Demonstrates competency in completing TMS mapping and TMS treatments using appropriate treatment devices.
• Demonstrates competency in understanding suction and oxygen protocols associated with TMS treatment delivery.
• Completes treatment documentation in the EHR using identified protocols, ensuring accuracy of the patient electronic medical record.

Serves as the point of contact for the organization’s medication processes.

• Demonstrates competency in medication administration, following universal precaution standards.
• Demonstrates competency in recording patient vital signs.
• Oversees medication refill and prior authorization requests timely and in collaboration with prescribers.
• Provide medication refill requests by calling the pharmacy or sending electronically through the electronic medical record.
• Manage medication samples.
• Obtain medical supplies as needed.

Performs Administrative duties, as assigned by supervisor

• Office supply ordering, addressing copier and postage machine needs, mail/receipt and fax receipt/distribution.

Requirements

Current Medical Assistant certification (CMA, RMA, or equivalent) required

- Certification or demonstrated competency in injection administration required

- 2-6 years of prior experience in a medical office setting

- Prior experience with EHR systems and billing software; athenahealth experience a plus

- Proficiency in Microsoft Office Suite (Word, Excel)

- Strong verbal and written communication skills with a patient-centered approach

- Ability to read, write, and comprehend basic to intermediate medical terminology

- TMS or Spravato experience preferred — training provided for the right candidate