Front Office/Medical Assistant

US-FL-Tampa | US-FL-Wesley Chapel | US-FL-Brandon
# Positions
Job Status
Regular Full-Time

Job Description

Medical Assistant/Front Office

Dept.:                         Allergy

Job Summary:          Assists providers, manages clinical functions, and supports all traffic at the front office. 

Reports to:                Office Supervisor

Position Level:          5

Shift:                           Monday- Thursday (8:00 a.m. - 5:00 p.m.)  Friday (8:00 a.m.-4:00 p.m.)


Essential Functions of the Position:

  • Assist traffic at front window
    • Manages sign in sheets
    • Schedules appointments
    • Takes messages
    • Assists with medication refill requests
    • Handles customer requests or needs
    • Assists Vendors
    • Monitors the lobby for cleanliness and patients in distress
  • Completes patient check in processes
    • Distributes and collects new patient forms
    • Verifies HIPAA and Privacy signatures are obtained
    • Confirms photo ID is scanned into Intergy
    • Confirms insurance cards are scanned into Intergy and keyed correctly
    • Obtains patient signature on DVF at each visit
    • Updates patient demographics as needed, including insurance and preferred pharmacy
    • Updates work flow event to “check in”
    • Notifies MA or nurse when patient is ready
  • Collects and processes monies due
    • Collects co-payment amounts
    • Collects patient balance dues
    • Balances journal and locks it
    • Creates a journal for next day
    • Secures deposit and imprest funds
  • Addresses Intergy tasks in a timely manner
  • Obtains prescription overrides and prior authorization when needed
  • Scans all medical record documentation into IEHR utilizing company approved cataloguing system
  • Scans incoming medical records, daily work, and paper charts into IEHR
  • Creates an imaging task as needed
  • Reports scanning errors following company approved process
  • Answers phones and assists callers
    • Makes appointments
    • Takes messages
    • Assists with medication refill requests
    • Handles customer requests or needs
    • Assists vendors
    • Directs calls to the proper individual
  • Assists patients and providers at the conclusion of the patient’s visit
    • Obtains patient signature for record releases and other forms as necessary
    • Reviews Intergy tasks for each patient before they leave
    • Schedules follow up appointments within the department
    • Enters recalls as needed
    • Obtains ABN forms when appropriate
    • Updates work flow event to “check out”
    • Addresses tasks and orders related to the patient visit
  • Assists provider during clinic when needed
    • Properly room patientsand takes and records vitals
    • Confirms information required by provider is present (labs, hospital records, etc.)
    • Updates IEHR (allergies, medications, history, etc.)
    • Assists in following appointment schedule
    • Prepares exam room
    • Prepares patient for examination or treatment
    • Obtains informed consents and ABN as necessary
    • Notifies provider when patient is ready
    • Assists provider during examination and with treatment
    • Performs diagnostic studies and treatments as ordered by the provider
    • Administers injections and immunizations and records them in IEHR
    • Obtains consents
    • Performs tests
  • Processes medication requests per provider
    • Handles medication refill requests
    • Obtains prescription overrides and prior authorization when needed
  • Completes the end of day processes
    • Reviews unresolved encounters for the day
    • Reviews and posts all outstanding charges for the department
    • Empties HIPAA container into the destruction bin
    • Logs off Intergy and out of the computer before leaving


Additional Responsibilities:

  • Maintains an organized and clean work area
  • Directs incoming faxes and mail to correct staff members
  • Places phones on and off service at the appropriate times
  • Participates in maintenance of office supplies
  • Performs other incidental and related duties as required and assigned


Physical and Mental Demands:

  • Physical requirements
    • Able to stand or walk for long periods
    • Use of proper body mechanics
  • Normal concentration and normal complexity of decision making
  • High level verbal and written communication skills
  • Above average ability to manage multiple tasks simultaneously


Occupational Exposure:

  • High risk exposure to bloodborne pathogens and chemical hazards


Job Qualifications:

  • High school graduate or GED equivalent
  • Completion of Medical Assistant program preferred
  • Strong customer service orientation
  • Excellent telephone etiquette
  • Basic computer proficiency
  • Strong team player
  • Must be willing to travel between multiple location (Wesley Chapel, Tampa, Brandon)
  • Experience in allergy and pediatrics preferred 
  • Knowledge of billing and coding is a plus!
  • Bilingual (Spanish) preferred





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