Front Office/Medical Assistant

# Positions
Job Status
Regular Full-Time

Job Description

Front Office/Medical Assistant

Department:                  Neurology

Job Summary:              Assists providers and manages clinic functions in the department.

Reports To:                   Office Supervisor

Position Level:              5



  • Prepares referrals and obtains authorizations for Managed Care patients per provider
    • Obtains approval from the provider for requested authorizations
    • Schedules appointments
    • Coordinates visits, pre-operative testing and surgical clearance
    • Notifies patients of the appointments
    • Forwards clinical data to the treating provider and/or facility
    • Notifies specialist office and patient of denied requests for authorization
    • Uses approved web tools to obtain authorizations
  • Enters referral authorization information into system
  • Completes the start of day processes
    • Powers up equipment
    • Logs all work stations in exam room and work area
    • Sets up medical supplies and equipment for the day
    • Prints physician's schedules
  • Properly rooms patients
    • 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
    • Notifies provider when patient is ready
  • Assists during examination and with treatment
    • Prepares and lays out supplies for provider ahead of time
    • Assists providers
  • Performs diagnostic studies and treatments as ordered by provider
    • Administers injections and immunizations and records them in iEHR
    • Obtains consents
    • Performs test
  • Enters charges for services rendered by medical assistant
    • Assists provider with completion of forms by patients
  • Processes medication requests per providers
    • Handles medication refill requests
    • Obtains prescription overrides and prior authorization when needed
    • Obtains patient consents when needed
  • Addresses and handles all tasks, as well as monitoring provider's tasks
  • Organizes and maintains sample and supply closets
  • Cleans and sterilizes instruments and medical equipment after every patient use
  • Prepares charts
    • Acquires all medical records necessary for visit, to include hospital records, prior to visit
    • Makes sure all ordered tests have been performed and results are present
    • Confirms authorization has been obtained if required
    • Reviews chart and drug inventory to ensure drub (i.e. Botox) is available as necessary
  • Handles patient calls
    • Returns messages
    • Notifies patients of test results and instructions from provider
    • Schedules follow up appointments
    • Makes follow up calls to check on patients post procedure as indicated by provider or office protocol
    • Triages patient calls and needs
  • Distributes, reviews, and teaches patient education
  • Other  responsibilities
    • Checks faxes daily
    • Checks email daily
    • Organizes and maintains sample and supply closets
    • Removes and dispose of expired drugs in sample closet
    • Ensures samples and supplies are properly stocked at each location
  • Completes end of day processes
    • Maintains medical equipment; ensures all equipment is calibrated, cleaned, sterilized and charged
    • Collects red bags as necessary
    • Monitors and replaces sharps containers when needed
    • Stocks exam rooms
    • Cleans and sanitizes exam rooms
    • Empties HIPAA container into destruction bin
    • Logs off of all work stations including exam rooms
    • Locks al cabinets
    • Break down charts when completed



  • Maintains an organized and clean work area
  • Participates in maintenance of clinical supplies
  • Performs other incidental and related duties as required and assigned



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



  • High risk exposure to bloodborn pathogens and chemical hazards



  • High school graduate or GED equivalent
  • Strong customer service orientation
  • Completion of MA certification program preferred
  • Strong team player
  • Basic computer proficiency




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