Medical Assistant Behavioral Health

Description

PURPOSE:

This position performs both clinical and clerical functions for the Behavioral Health program.

The Medical Assistant position performs routine clinical skills for patient care, which includes taking vital signs, weight, height, and assisting with procedures, as needed. Also is responsible for documenting in appropriate software, ensuring that all needed documentation is complete in time for the provider to close an encounter in an expedient manner. This position is responsible for appropriate service delegated by the RN, nurse practitioner, or physician.

Clinical — The "Provider Support: Medical Assistant (MA)" provides both direct and indirect patient care, under the supervision of a WHN medical provider, to patients with standard, urgent, emergent or potential health problems. Such care includes, but is not limited to, general patient care, assistance with procedures, documentation of activities and patient/family education. The MA will provide care utilizing established patient care principles and standards as well as established WHN policies and procedures.

Front Office — The MA establishes and maintains positive, patient-oriented care when providing office and clinical services to patients in the Health Center setting. These services include, but are not limited to, greeting, instructing and directing patients in the Health Center; assisting in scheduling / rescheduling appointments; obtaining demographic, insurance and other data when registering patients for appointments; and assisting with the patient check-out process.

JOB RESPONSIBILITIES:(Note: An asterisk indicates an essential job function)

1. Clinical Component * (80%): The MA is responsible for completing the following clinical duties:

A. Duties Related to Direct Patient Care:

1. Reviews current patient data prior to each office visit for laboratory, x-ray and other test results.
2. Obtains patient medical and interval history, physical assessment date (e.g., vital signs, height, and weight), medication history, etc.
3. Maintains accurate and timely documentation of all pertinent data in medical record. As indicated, collects, aggregates and displays data for clinical plan and other Quality Improvement activities.
4. Prepares patient for examination, sets-up any necessary equipment and assists medical provider(s), as needed, with the medical exam, treatment and/or testing.
5. Evaluates patient's care needs through assessment, observation and comparison to established WHN protocols and standards, planning, interventions, re-evaluation, and written documentation. While completing these tasks, the MA also:

• organizes patient care needs and ensures continuity of care in conjunction with the clinical provider;
• provides care specific to the special needs and behaviors of patients based on patient's age and assessed level of growth and development for all life stages; and
• assures participation of patient, and significant others, in plan-of-care including discharge planning.

6. Administers in-office ordered medications while documenting appropriately i.e. medication administered, dose, route & site, (if applicable), time, response or reaction (as appropriate) and signature or initials. These activities may include oral, sublingual, transdermal, intradermal, subcutaneous, intramuscular or intravenous medication administration (including IV push medications); starting intravenous access and monitoring IV fluid replacement with or without additives.

7. Maintains patients' immunization logs, as appropriate, by documenting pertinent data including, but not limited to, patient name, lot number, expiration date and signature or initials.

8. Obtains blood samples as needed and performs all CLIA certified or waived tests as ordered by medical provider.

9. Assists clinical provider with procedures and examinations within scope of practice, as needed.

10. Confers with patient and front office regarding scheduling priorities for acute and routine visits.

11. Schedules all patient referrals for specialty and diagnostic services; schedules tests, procedures and admissions; and provides and document prior authorization information as needed/requested to third party payers.

12. In collaboration with medical provider, provides patient and family with appropriate education regarding medications, treatments, tests, procedures and results and documents this information.

13. Under the direction of the medical provider, answers telephone requests by patients by documenting and completing the following:

• the date and time the call was received,
• all pertinent patient identification data,
• all patient requests,
• the medical provider's response, and
• patient follow-up.

In completing these tasks, the MA will authenticate his/her documentation in the medical record via personal initials and electronic signature.

14. Implements and positively reinforces with patient the medical provider's orders and/or treatment methodologies.

15. Maintains patient flow through efficient use of exam rooms.

B. For “tele-health” services, the BCHW will:

1. Clinically: perform limited provider support duties such as:

• interviewing patients,
• measures vital signs including weight, blood pressure, pulse and temperature,
• ensures patient’s Medication List is updated and accurate, and
• as appropriate, documents all information in patient’s chart.

C. Duties Related to Health Center Clinical Environment and Care Administration:

1. Assists with the ongoing maintenance of patients' medical records, including scanning/filing, if indicated.
2. Maintains a clean and neat work environment, including adhering to Health Center protocols regarding daily disinfection of exam tables, work surfaces and equipment, etc.
3. Restocks patient care supplies, monitors supply usage, and submits supply reorders in a timely manner.
4. As needed, sterilizes, repacks and labels, including writing in dates, instruments. As required, completes biological monitoring and testing of sterilizers.
5. When indicated, completes forms/paperwork related to patient care - - e.g., workers compensation, and disability forms.
6. Ensures that all Health Center medications, both stock and sample, are current, as well as maintains security for all drugs stored in the Health Center.
7. Adheres to Health Center safety regulations, emergency preparedness plans, infection control policies, fire & safety guidelines, hazardous materials and Blood Body Substance precautions as well as complies with OSHA and CLIA, and any other regulatory agency guidelines pertaining to the Health Center.
8. Utilizes universal precautions while treating patients as well as when handling infectious/ hazardous waste material.
9. Maintains up-to-date medical knowledge base by studying current professional literature as well as attending training seminars / conferences as approved by the Health Center's Practice Manager.

2. Front Office Component (10%): The MA is responsible for completing the following Front Office duties:

A. Maintains clean and neat work environment.

B. Monitors patient waiting area for patient problems and maintains neatness in the area

C. Completes daily mail distribution - - i.e., opens, distributes and files incoming mail as well as prepares outgoing mail.

D. Handles all requests for copies of patient medical records, while ensuring that all request have appropriate authorization and documentation.

E. Informs medical providers of upcoming schedules, patients or scheduled meetings.

F. Checks and maintains adequate supplies of all front office stock; requests reorders in a timely manner.

G. Maintains up-to-date front office administration knowledge base by studying current professional literature as well as attending training seminars / conferences as approved by the Health Center's Practice Manager.

3. For “tele-health” services, the BCHW will:

A. Administratively:

• assist with scheduling patients for tele-psychiatry and/or tele-counseling visits;
• set-up any necessary equipment and establishes tele-health connection with medical or behavioral health provider,
• escort patients receiving tele-health services to and from clinic exam rooms; and
• assist medical or behavioral health provider(s), as needed, with the tele-health visit

4. Scheduling appointments whenever a consumer presents him/herself in the Health Center as an “established” patient, verifies registration information by validating and updating insurance/payer information and patient demographics when interacting with “new” patients:

5. Completes the registration process to include patient demographics, insurance and/or payer information, local emergency contacts, distributes new information packets, copies insurance cards, and instructs consumers on WHN’s sliding fee scale and provides related forms.

6. Collects patient co-pays or other payments, schedules and reschedules appointments according to office guidelines.

7. Assists with the patient check-out process including collecting payments, issuing receipts, and posting cash payment data.

8. Other Duties/Responsibilities (10%):

A. Miscellaneous: in addition to the aforementioned duties, the MA: prepares reports and other documentation as required; attends meetings and training sessions as required; conducts all activities in compliance with applicable laws, regulations, standards, and WHN policies and procedures; and performs other verbal or written, specific assigned tasks related to the daily operations of the WHN, requiring similar or lesser skills and abilities, some of which are continuing, while others are occasional in nature.

Requirements

PERFORMANCE REQUIREMENTS:

1. Knowledge, Skills & Abilities: This position requires:

A. Clinical Component:

1. knowledge of theory and practice for providing and evaluating care;
2. knowledge of organizational policies, regulations and procedures to administer patient care;
3. knowledge of medical equipment and instruments to administer patient care;
4. knowledge of common safety hazards and precautions to establish a safe working environment;
5. knowledge of and ability to adapt care provided to meet the needs of all age groups at varied levels of growth and development;
6. skill in applying nursing principles of care;
7. ability to identify problems and offer solutions;
8. knowledge and skill with WHN's EMR/PM system;
9. skill in preparing and maintaining records, preparing reports and communicating information;
10. skill with customer service and telephone interactions with the public;
11. skill in establishing effective working relationships with patients, families, physicians and other practice and public personnel;
12. time management and project management skills - - the ability to prioritize and complete multiple tasks quickly and efficiently;
13. ability to react calmly and effectively in stressful situations; and
14. ability to communicate clearly while maintaining confidentiality.

B. Front Office Component:

1. knowledge of medical office administrative procedures;
2. knowledge of grammar and spelling to type patient information;
3. knowledge and skill with WHN's word processing systems;
4. skill in operating a computer and photocopy machine;
5. skill in greeting patients and answering telephone;
6. ability to read, understand and follow oral and written instructions;
7. ability to sort and file materials;
8. knowledge of insurance billing;
9. knowledge of WHN cash payment policies and procedures;
10. ability to make mathematical computations;
11. ability to handle cash and to count money;
12. ability to communicate in a clear and concise manner while respecting the need for confidentiality.
13. knowledge of rules and regulations related to HIPAA and Corporate Compliance.

2. Education, Experience & Training:

1. A qualified candidate should have experience in a Behavior Healthcare setting would be a preferred.
2. Candidate should be skilled in internet-based technology.
3. A qualified candidate will have completed training as a Medical Assistant (MA) from an accredited school for medical assisting or have current certification with ongoing maintenance of certification as a medical assistant.
4. A qualified candidate should have at least three (3) years of experience working as an MA in a Behavioral Healthcare environment or primary care outpatient clinic, having worked directly with a physician or mid-level practitioner in the delivery of medical services to patients.
5. A qualified candidate should have 2 years’ experience of at least one software package (preferably Microsoft Word) and have a working knowledge of at least one electronic medical record (EMR) is preferred.

3. Equipment Used: Computer and standard office equipment.

4. Mental Demand: Position requires detailed work, handling confidential information, problem solving, language, math and reasoning skills, verbal and written communication, customer contact, handling multiple concurrent tasks with frequent interruptions, good analytical skills and problem-solving abilities and good level of interpersonal skills.

5. Communications: Good written and verbal communication skills needed, plus the capability of effectively and appropriately handling confidential information. Good interpersonal skills required, along with the ability to communicate effectively with internal customers - - i.e., employees, managers, physicians and clinical providers, volunteers and visitors, as well as external customers - other medical professionals, agency staff and the general public. Being able to communicate on a one-on-one basis using appropriate grammar, vocabulary and word usage is essential as well as providing timely and accurate information given in a courteous and respectful manner. Requires strong customer service skills, ability to promote teamwork, and build effective relationships.

6. Physical Effort: Standing, walking, bending, balancing, reaching, twisting, writing, sitting, talking, hearing, handling, and seeing.

[Sedentary work: exerting up to 10 pounds of force occasionally and/or negligible of force frequently. When providing direct patient care, performs very heavy work: exerts in excess of 100 pounds of force occasionally and/or excess of 50 pounds of force frequently.]

7. Working Conditions: Works in a clean, well-lighted, indoor office with no notable exposure to fumes, dust, or extremes in heat or cold. Will have frequent exposure to people with various illnesses and diseases, including communicable diseases, toxic substances, medicinal preparation and other conditions common to a medical practice environment. [Category Il: Occasional exposure to blood/body fluids.]

8. Population Being Served by Position: Consumers and visitors of all ages, including infants, children, adolescents, young adults, older adults, geriatric.