Medical Assistant Clinical Coordinator

Description

General Summary:

A nonexempt position responsible for the coordination and management of neuro-oncology patient care, ensuring seamless scheduling of chemotherapy, infusion treatments, and multidisciplinary specialist visits. This role serves as a key resource for clinical protocols, ensuring adherence to best practices in neuro-oncology patient care. The Medical Assistant Clinical Coordinator provides high-level support by assisting physicians, managing treatment side effects, navigating clinical trial eligibility, and advocating for patient needs. Additionally, this position facilitates communication between patients, providers, and support services to enhance care continuity and optimize patient outcomes.

Essential Job Responsibilities:

Patient Care & Coordination:

1. Fulfills patient care responsibilities for assigned physicians and/or other areas as needed.
2. Works in conjunction with management to develop and monitor processes related to medical and administrative patient care.
3. Responds and operates our brain tumor hotline for prompt care coordination.
4. Schedules chemotherapy and infusion treatments in coordination with neuro-oncology Physicians and Clinicians.
5. Coordinates complex neuro-oncology patient visits, ensuring timely appointments with neurosurgeons, radiation oncologists, and support services.
6. Reports patient progress to Physician, assisting with symptom management related to neurological side effects such as headaches, nausea, cognitive changes, and fatigue.
7. Assists in clinical trial navigation by identifying eligible patients and facilitating enrollment.
8. Coordinates care into the clinic from when patients are initially hospitalized.
9. Communicates patient concerns and barriers to care to the appropriate staff, advocating for timely access to treatments.
10. Connecting patients with financial resources to help cover treatment costs and related expenses if applicable. 
11. Providing emotional support to patients and their families, addressing concerns and connecting them with appropriate support groups 
12. Communicating patient needs to the healthcare team, advocating for timely access to care and addressing any barriers to treatment 
13. Working closely with neuro-oncologists, neurosurgeons, radiation oncologists, social workers, and other healthcare professionals 

Clinical & Operational Support:

Works alongside the medical assistants and effectively communicates any needed corrections or tasks.

1. Serves as a resource for medical assistants and other departments regarding neuro-oncology clinical protocols.
2. Maintains and updates electronic medical records (EMR), accurately documenting patient care and treatment schedules.
3. Updates the Medication list if applicable
4. Provides technical and professional support to staff, including training new hires in neuro-oncology workflows.

Communication & Advocacy:

1. Listens attentively to patients and caregivers, accurately interpreting and relaying concerns to the care team.
2. Communicates effectively with physicians, nurses, and staff, advocating for patients’ needs and ensuring continuity of care.
3. Provides psychosocial support by connecting patients with counseling services, support groups, and financial assistance programs.
4. Ensures compliance with HIPAA privacy regulations while handling patient information.

Administrative & Leadership Responsibilities:

1. In conjunction with management, coordinates staff schedules to meet changing workload needs.
2. Participates in the hiring, supervision, and evaluation of assigned staff.
3. Adheres to meaningful use workflows and helps ensure staff compliance with electronic documentation standards.
4. Participates in training, orientation, and education programs to enhance staff competency.
5. Works as a productive member of the team, assisting co-workers as needed or assigned.
6. Performs all medical assistant duties and provides direct patient care when needed.
7. Performs other duties as assigned.

Qualifications

Education & Experience:

• Education: Bachelor’s degree preferred
• High school diploma or GED required.
• Medical Assistant certification from an accredited institution preferred.

Experience: Minimum one year of recent experience as a medical assistant in a medical facility preferred. Experience in oncology, neurology, or a similar specialized setting is highly desirable.

Other Requirements:

• Current CPR certification (preferred).
• Certification from an accredited Medical Assistant program (preferred).

Performance Requirements:

Knowledge & Skills:

• Strong understanding of neuro-oncology treatment coordination, including chemotherapy scheduling and symptom management.
• Knowledge of medical assisting procedures and protocols, with a focus on neuro-oncology and neurology.
• Proficiency in using electronic medical records (EMR) and Microsoft Office applications.
• Ability to manage complex patient visits and coordinate multiple specialist appointments.
• Effective communication skills, including the ability to listen, interpret, and relay patient concerns.
• Public speaking skills to effectively communicate with doctors, nurses, and staff.
• Problem-solving ability in standardized clinical situations.

Work Environment & Physical Requirements:

• Combination of medical office and clinical settings.
• Frequent standing, walking, and assisting patients.
• Occasional need to lift, carry, and/or move up to 50 pounds.

Other Requirements: Up to date CPR certification (preferred). Certification from an accredited Medical Assistant program preferred.

Performance Requirements:

Knowledge:

1. Knowledge of health care field and medical practice protocols/procedures.
2. Knowledge of HIPAA Privacy and Security rules.
3. Knowledge of specific assisting tasks related to medical practice.
4. Knowledge of information that must be conveyed to patients and families.
5. Knowledge of human resources management principles.

Skills:

1. Skill in applying quality assurance techniques.
2. Skill in training staff, both new staff members and existing staff.
3. Skill in documentation of patient care including reviewing for accuracy and completeness.
4. Skill in performing medical assistance tasks appropriately.
5. Skill intact and diplomacy in interpersonal interactions.
6. Skill in understanding patient education needs by effectively sharing information with patients and families.

Abilities:

1. Ability to work in a team based environment that places patient satisfaction as the primary focus for measuring success.
2. Ability to appropriately determine the urgency of a patient problem and communicate the information to the physician and/or management.
3. Ability to communicate clearly with different levels of the organization.
4. Ability to analyze medical records and documentation and identify problem areas.
5. Ability to learn and retain information regarding patient care procedures.
6. Ability to multitask and handle various priorities in a flexible, rapidly changing environment.

1. Ability to work cooperatively with other department staff in an appropriate timeframe.
2. Ability to effectively articulate information and respond to questions.
3. Ability to relate to and work well with a diverse community population.
4. Ability to work under time sensitive constraints.
5. Ability to project a pleasant and professional image.
6. Ability to plan, prioritizes, and completes delegated tasks.
7. Ability to demonstrate compassion and caring in dealing with others.

Equipment Operated: Standard medical and office equipment, which includes computerized health information management system for medical records, etc.

Work Environment: Combination of medical office and exam/procedure room settings.  Well-lit, well-ventilated, adequate space.

Mental/Physical Requirements: Variety of walking, standing, sitting, bending, twisting, and reaching. Must be able to use appropriate body mechanics techniques when making necessary patient transfers and helping patients with walking, dressing, etc.  Occasional need to lift, carry and/or move up to 50 pounds. Occasional stress from dealing with multiple tasks, patients and staff.