What are the responsibilities and job description for the MEDICAL OFFICE ASSISTANT FLOAT/ONCOLOGY- M-F, 8-430 position at Toledo Clinic?
The Toledo Clinic Cancer Center is seeking a full-time Medical Office Assistant FLOAT. This position will be scheduled Monday-Friday (8:00am - 4:30pm). This position will work at various office locations including Maumee OH, Toledo OH, Bowling Green OH, and Oregon OH. Must be willing to travel to different office locations on a regular basis.
Qualified candidates will have previous experience performing both clinical and clerical duties in a medical office setting. Formal training as a Medical Assistant (certification/diploma) is preferred but not required.
General Summary
The MOA Float provides flexible clinical and clerical support across all Toledo Clinic Cancer Centers (TCCC) locations (Holland-Sylvania Rd, Maumee, Oregon, and Bowling Green) covering absences, vacancies, and periods of high patient volume as assigned. This position moves between clinical Medical Assistant duties (if qualified) including patient flow, vitals, venipuncture, and assisting providers with procedures and Medical Office Assistant/front-desk clerical duties including scheduling, insurance verification, and chart preparation depending on daily site and department needs. The Float must be able to adapt quickly to different providers, teams, and workflows while maintaining consistent quality and compliance standards across every location.
Essential Duties & Responsibilities (Clinical)- MA
- Consistently arrives at work on time and adheres to regular work schedule.
- Consistently arrives at work on time and adheres to the assigned daily schedule, which may change location with short notice.
- Controls patient flow in the assigned clinic/pod to minimize patient wait time.
- Escorts and assists patients to and from the exam/procedure room (walking, transfers, specimen collection as needed).
- Prepares patients for the provider visit, including vital signs, weight, allergies, medication reconciliation, health maintenance, and social/medical/surgical history.
- Collects Review of Systems and other clinical documentation needed for Meaningful Use requirements.
- May perform venipuncture (if qualified) and other office lab functions; runs and documents lab tests/results and sends specimens timely.
- Assists physicians/NPs with patient care, including minor procedures (e.g., removing sutures, staples, moles) and bone marrow procedure set-up/assistance.
- Administers injections and, at the request of the physician, calls in prescription refills (if qualified).
- Sterilizes and prepares instruments; cleans exam rooms and equipment between patient visits.
- Verifies equipment is in working order, follows the biomedical equipment maintenance schedule, and orders/restocks exam room supplies and instruments.
- Follows up on outstanding lab work and/or x-rays; coordinates with physicians regarding missing test results to determine whether an appointment should proceed.
- Utilizes the EMR to record patient-specific data and accesses all applicable health system portals to obtain information.
- Prepares charts for upcoming appointments, including lab/x-ray reports, hospital notes, referral information, and hospital admission details.
- Identifies trigger questions for Social Determinants of Health and notifies the provider of identified needs.
- Supports the Patient-Centered Medical Home (PCMH) model by coordinating daily continuity of care and coaching patients/families on the care plan and self-care management.
Essential Duties & Responsibilities (Clerical)- MOA
- Answers phones courteously and professionally; takes messages accurately and relays them to the appropriate personnel.
- Schedules appointments, lab tests, and surgeries.
- Verifies referrals and/or pre-certifications; updates insurance information and completes ABNs.
- Collects co-pays and answers general patient questions.
- Sorts and preps patient charts; completes forms and requisitions as needed.
- Sends and receives patient medical records.
- Performs general office duties, including scanning and faxing.
Float-Specific Expectations
- Reports to whichever TCCC location and role (clinical or clerical) is assigned for the day/week, per the staffing schedule.
- Learns and follows each location's specific workflows, provider preferences, and team structure quickly and accurately.
- Maintains the same standard of documentation, compliance, and patient service regardless of assigned location.
- Communicates proactively with the Office Coordinator/Office Manager and CMOM regarding scheduling conflicts, coverage gaps, or training needs.
- Serves as a team member and resource across locations, supporting continuity of care during staff shortages or transitions.
Other Essential Duties May Include but Are Not Limited To
- Exhibits excellent written and verbal communication skills, including assertive communication in addressing concerns or problems.
- Performs job duties effectively with minimal direction; initiates new ideas that enhance patient care or service.
- Participates as a member of organization/institutional committees as requested.
- Services as a team member among co-workers and peers; participates in TCCC activities that enhance patient care and the work environment.
- Assures that any oral or written disclosure of personally identifiable healthcare information is the minimum necessary to serve the purpose of quality patient care, and understands that any disclosure outside of payment, treatment, or healthcare operations requires patient authorization.
- Other duties as assigned.
Knowledge, Skills & Abilities Required
Required:
- Consistently arrives at work in appropriate/professional attire.
- Completes all tasks within established time frame.
- Adheres to all clinic policies and procedure.
- Excellent interpersonal skills required.
- Able to adapt to different working environments.
- Seeks appropriate tasks when primary tasks are completed and assists co-workers as needed.
- Demonstrates adaptability to expanded roles.
- Prior experience in a medical office or oncology/hematology setting preferred.
- Working knowledge of EMR systems, venipuncture, and basic clinical procedures.
- Strong organizational skills and the flexibility to work across multiple locations and role types.
Education:
- Current Medical Assistant certification/registration preferred (or equivalent), or relevant clinical training/experience.
- Ability to travel between various office locations as scheduled.