Thank you for your interest in the Medical Assistant / Referral Coordinator position at Hui Mālama Ola Nā ʻŌiwi. We are excited to announce this opportunity and are eager to find a candidate who shares our commitment to serving the community and promoting health equity.

To apply for this position, please submit your resume and a cover letter detailing your qualifications and experiences. When crafting your resume and cover letter, we encourage you to specifically address how your skills and experiences align with the core responsibilities, expertise, and essential qualifications outlined in the position description below.

Position Summary

Under general supervision, the Medical Assistant / Referral Coordinator performs a wide variety of medical and clinical support functions in both clinical and community-based settings, including client's homes, as part of the Medical Home Visit Program (MHVP).

Responsibilities include coordinating patient referrals for medical care, providing initial patient triage, registration, and administrative services, assisting with direct patient care, and performing specialized medical procedures of a routine nature.

This position will serve as the liaison between the Physician, Patient, Primary Care staff, insurance companies, and other medical providers, while also supporting the goals and activities of the MHVP.

Major D uties and Responsibilities

Documentation and Data Management

• Input and track documentation in medical charts and the EHR (eClinicalWorks) system.
• Maintain accurate records and ensure proper documentation of all referral processes.

Medical Terminology and Coding

Utilize knowledge of medical terminology, ICD, and CPT coding as appropriate.

Referral Coordination

• Coordinate and implement the referral process as directed by the Physician.
• Obtain authorizations and verify patient eligibility through phone or computer systems before making referrals.
• Contact specialty providers / medical entities to schedule appointments and provide pertinent information.
• Coordinate transportation for patients as needed.
• Provide appointment information and instructions to patients, ensuring respectful communication at all times.

Follow-Up and Communication

• Follow up on the status of referrals with patients, specialty providers / medical entities, insurance companies, and all other involved parties after scheduled appointments.
• Track and document all actions and outcomes of the referral process.
• Communicate regularly with Provider and designated staff about the status of referrals and outcomes.
• Address potential concerns that may delay or interfere with the timeliness of referrals and actions.

Patient Care and Support

Assists clients in their homes, community, or clinic setting as part of the MHVP.

Clinical Duties

• Obtain patient medical history, vital signs, chart preparation, medication dosage and frequency, patient allergens, and assist with medical examinations.
• Perform clinic front desk duties, including answering incoming telephone calls, obtaining and / or verifying patient information, patient check in / out, and coordinating and facilitating accurate patient appointments.
• Perform routine specialized procedures such as sterile dressing changes under established protocols.
• Maintain stocks of medicines and medical supplies as necessary.
• Educate and advise patients on specified medical issues within established parameters.
• Provide instructions and directions to patients regarding diagnostic tests, procedures, and treatments.
• Perform data entry of lab studies, radiographic tests, and authorization requests in compliance with physician / APRN directives.
• Maintain accurate and strict confidentiality of patient information in electronic and / or manual systems as established by appropriate protocols, regulations, and policies.

Travel and Outreach

Travel extensively to client homes, community locations, and other outreach destinations as part of the MHVP.

Miscellaneous Duties

• Maintain office and medical supplies inventory to ensure efficient levels are available.
• Perform general office duties, such as document preparation, scanning, mailing, and filing.
• Observe HIPAA and OSHA requirements and the agency's Personnel Policies and Procedures at all times.
• Be available for occasional weekends or evenings and travel for trainings as directed.
• Maintain good attendance and arrive on time, prepared to perform job functions daily.
• Perform additional duties as requested to support the day-to-day operations of the agency.
• Assists clients in their homes, community, or clinic setting. Communicates to clients / patients the purposes of the program and the impact it may have on their wellbeing.

Helps patients identify socio-economic issues that affect their overall health and develop health / social management plans and goals.

Provides support and advocacy during initial medical visit or when necessary to assure clients' medical needs and referrals required are being conveyed.

Follows up with both clients and providers regarding health / social services plans.

• Travels extensively to client homes, community locations, and other outreach destinations.
• Obtain patient medical history, vital signs, chart preparation, medication dosage and frequency, patient allergens, and assist with medical
• Performs clinic front desk duties, including but not limited to, answering incoming telephone calls, obtaining and / or verifying patient information, patient check in / out, coordinates and facilitates accurate patient
• Maintain accurate and strict confidentiality of patient information in electronic and / or manual systems as established by the appropriate protocols, regulations, and
• Performs routine specialized procedures such as sterile dressing changes under established
• Maintains stocks of medicines and medical supplies, as
• Educates and advises patients on specified medical issues within established
• Provides instructions and directions to patients regarding diagnostic tests, procedures and
• Performs data entry of lab studies, radiographic tests, and authorization requests in compliance with physician / APRN
• Performs miscellaneous job-related duties as

Knowledge and Abilities Required

• Comprehensive knowledge of local and state medical resources.
• Ability to plan, organize, and execute a broad range of tasks efficiently.
• Competence in reading and interpreting complex written and verbal instructions, and articulating referral needs to appropriate sources.
• Capacity to work effectively under frequent interruptions and changing requirements, while managing office emergencies.
• Excellent verbal, listening, and interpersonal communication skills.
• Strong organizational skills with the ability to multitask and maintain accuracy.
• Positive attitude with the ability to work independently and as part of a team.
• Proficiency in using office equipment such as laptops, tablets, fax machines, scanners, printers, and associated software applications, including EHR systems.
• Ability to sit and work at a computer for extended periods.
• Physical ability to lift and carry up to 40 lbs.
• Effectiveness in working with people from diverse backgrounds and professions; ability to establish and maintain professional relationships with the public, staff, and other entities;

exercise a high level of judgement and discretion in applying and interpreting laws, policies, and procedures.

• Experience as a Referral Coordinator utilizing EHR systems.
• Familiarity with medical terminology, including ICD-9, ICD-10 coding, and managed care.
• Proficient in using electronic medical records systems for managing referrals and medical records.
• Knowledge of patient care charts, patient histories, and evaluation and triage procedures.
• Understanding of related accreditation and certification
• Knowledge of outpatient clinical administrative procedures and inventory management practices.
• Knowledge safety, environmental, and / or infection control
• Ability to educate patients and / or families about diseases and to provide instruction on proper care and
• Strong interviewing skills and ability to perform standard clinical procedures according to established protocols.
• Capability to maintain calendars, schedule appointments, and uphold quality, safety, and or / infection control standards.
• Ability to perform routine invasive procedures, such as sterile dressing changes under established protocols.
• Must be able drive company vehicle (4-Runner or similar size).
• Possession of a valid Hawaiʻi driver's license and a clean traffic abstract.

Minimum Qualifications

• Education
• Graduation from high school or equivalent
• Certifications
• CPR / AED
• Experience
• 2 years specialized experience.
• Other Certifications and Requirements
• Current TB clearance (2 step)
• COVID-19 vaccination
• HIPAA Compliance
• Bloodborne Pathogens
• CPR / AED / First Aid Training

Desirable Qualifications

• Familiar with HMONO's mission, programs, and
• Possess a working knowledge of Native Hawaiian culture, traditions, history, and current events, including but not limited to state and federally-funded programs and Keep abreast of Native Hawaiian issues and current events.

Last updated : 2024-05-26