Front Office Medical Assistant - Nephrology at Florida Medical Clinic

Florida Medical Clinic, LLC

Job Description

Job Title:                    Front Office / MA

Department:               Family Medicine

Reports to:                 Office Supervisor

Position Level:           5

The Nephrology Office is seeking a full-time Front Office Medical Assistant to join their team! Motivated individual,detailed oriented, customer service driven.

Job Summary:    Manages the front office processes and assists provider in the department with clinical functions

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”
• Records “no show” appointments in the system

• 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 inside and outside appointments for testing and consults
• Enters referral information into the Practice Management System for referral tracking
• Schedules follow up appointments
• Enters recalls as needed
• Requests referral if needed for upcoming visits and/or testing
• Obtains ABN forms when appropriate
• Updates work flow event to “check out”
• Reviews and posts all pending charges for the department
• Pulls charges from pending status and reviews for accuracy
• Creates ailments if an appropriate ailments doesn’t already exist
• Ensures modifiers are in place as appropriate
• Ensures the referral is attached to the visit via ailment or appointment
• Attaches the appropriate insurances to each charge
• Reviews unresolved encounters for the day

• Collects and processes monies due
• Collects outstanding 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

• Answers phones and assists callers
• Answers phones and assists callers
• Obtains pertinent information for messages and routes messages per office protocol
• Places phones on and off service at the appropriate times

• Places a test call to ensure service is working after placing on service
• Retrieves messages from answering service or mail box
• Distributes messages from answering service or mail box to the appropriate person

• 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
• Processes medical record releases as outlined in the authorization
• Submits request for pre-payment of records or forms
• Reviews record releases to ensure appropriate authorizations have been obtained
• Prints required information and copies paper records
• Reviews subpoenas, determine if an appearance is required
• Creates charges for records and post to journal
• Documents disclosure in Practice Management System

• Prepares patients for provider visit
• Takes and records vitals
• Updates IEHR (allergies, medications, history, etc.)
• Notifies provider when patient is ready
• Assists provider with treatment
• Obtains consents
• Performs tests
• Assist provider in performing procedures
• Obtains prescription overrides and prior authorization when needed
• Assists provider with completion of forms requested by patients

Additional Responsibilities:

• Maintains an organized and clean work area
• Directs incoming faxes and mail to correct staff members
• Monitors and timely responds to practice portal requests
• Participates in maintenance of office supplies
• Performs other incidental and related duties as required and assigned
• Organizes and maintains sample and supply closets

Physical and Mental Demands:

• Normal physical ability
• 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 MA certification program
• Strong customer service orientation
• Excellent telephone etiquette
• Basic computer proficiency
• Strong team player