JOB CODE INFORMATION

• Job Title: Medical Assistant
• Job Code: 8959
• Job Stream Description:
• FLSA Status: Non-Exempt
• Direct Reports: No

REPORTS TO: Advanced Practice Clinician, Divisional Manager

JOB SUMMARY

The Medical Assistant is responsible for providing a great first interaction with patients. This role will be responsible for checking patients into clinic, gathering patient data and managing good clinic flow. The MA will oversee making sure the rooms are clean for patients and that supplies are present. He/She will be working closely with the Advanced Practice Clinician in performing office examinations, collecting, and documenting medical information, collecting specimens for testing, and assisting with patient and family education. Medical Assistants are not allowed to administer medications of any kind or delivery method, i.e., topical, by mouth, intramuscular or intravenously. This role will also be ensuring good patient care by scheduling follow-up appointments and testing.

KEY RESPONSIBILITIES

1. Customer Service

1. Uses current technology to pull patients expeditiously from waiting rooms to exam areas.
2. Proactively communicates delays to patients. Regulates patient flow/check-in as per protocol. Assists and covers the front desk and phones as needed.
3. Demonstrates professional behavior in all setting visible to patients and visitors.
4. Proactively identifies patient/visitor needs and takes steps to assist.

2. Planning and Managing Care

1. Gathers screening and other data for the health care team.
2. Demonstrates individual and team accountability by meeting basic patient/family needs:
   • Accompanies patients/families to exam rooms
   • Prepares patient for examination
   • Performs diagnostic testing (e.g., phlebotomy).
3. Works with provider to maintain efficient, effective clinic flow; checks schedules and organizes patient flow.
4. Assists provider with routine office procedure
5. Fulfills clerical responsibilities
   • Maintains patient charts and other care documents
   • Sends/receives and accurately routes referral and precertification information
   • Schedule's appointments
   • Handles physician correspondence
6. Communicates patient needs to MD/provider through accurate use of electronic health record task system.
7. Ensures cleanliness of exam room equipment, instruments; and keeps exam rooms adequately stocked. Restocks supplies as needed. Maintains an organized laboratory.
8. Complies with all OSHA regulations and assists in maintaining regulatory compliance

3. Patient/Family Education

• Distributes patient family education material as directed by clinical staff
• Facilitates identification of resources to meet patient healthcare needs

4. Continuous Learning

• Participates in staff meetings.
• Develops and achieves personal and professional goals.
• Contributes to the achievement of VIP goals.
• Participates in the quality improvement through data collection and documentation.

5. Communication and Collaboration

• Communicates and collaborates effectively with all members of the health care team.
• Coordinate's clinic flow to optimize efficiencies
• Uses EHR effectively.
• Personal behavior positively influences environment.
• Receives feedback in a respectful and positive manner

6. Triages patient/family calls; responds to phone/email patient messages. Responds to patient questions/concerns/problems. Refers to immediate supervisor, or provider
7. Regular and reliable attendance required
8. All other duties as assigned

KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE:

• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services and evaluation of customer satisfaction.
• Knowledge of the information and techniques needed to diagnose and treat injuries, diseases, and deformities This includes symptoms, treatment alternatives, drug properties and interactions and preventive health-care measures.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.
• Knowledge of administrative and clerical procedures and systems such as Word Processing, managing files and records, transcription, designing forms and other office procedures and terminology.
• Knowledge of electronic equipment, and computer hardware and software, including applications and programming.

SKILLS:

• Immunizations/injections
• Knowledge of assisting providers with procedures
• Sterilization techniques
• Excellent communication skills and rapport with patients
• Excellent organizational skills with attention to detail

ABILITIES:

• The ability to listen to and understand information and ideas presented through spoken words and sentences.
• The ability to communicate information and ideas in speaking so others will understand.
• The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• The ability to read and understand information and ideas presented in writing.
• The ability to see details at close range (within a few feet of the observer).

OTHER QUALIFICATIONS:

Willingness to work evenings and/or weekends as needed. Willingness to attend continuing education courses at the request of the employer.

CORE ACCOUNTABILITIES

• Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance.
• Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems.
• Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job.
• Team Interaction: Provides guidance to entry level co-workers.

CORE COMPETENCIES

SUPPORTING COLLEAGUES:

• Develops Self and Others: Continuously improves own skills by identifying development opportunities.
• Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas.
• Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner.

DELIVERING EXCELLENT SERVICES:

• Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service.
• Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns to supervisors in a timely manner.
• Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support.

ENSURING HIGH QUALITY:

• Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.
• Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond.
• Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department.

MANAGING RESOURCES EFFECTIVELY:

• Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service.
• Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources.
• Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error.

FOSTERING INNOVATION:

• Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them.
• Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action.
• Adapts to Change: Embraces change by keeping an open mind to changing plans and incorporates change instructions into own area of work.

BASIC QUALIFICATIONS

• High School Graduate or GED
• Certification received from one of the VUMC approved MA programs, within three (3) months of hire. Vanderbilt endorsed MA certifications:
  • American Medical Technologists (AMT)
  • American Association of Medical Assistants (AAMA)
  • National Center for Competency Testing (NCCT)
  • National Healthcareer Association (NHA)
  • National Association for Health Professionals (NAHP)
• Current Basic Life Support (BLS) certification
• One year of patient care experience, preferred
  

PHYSICAL REQUIREMENTS/STRENGTHS NEEDED & PHYSICAL DEMANDS

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job responsibilities.

While performing the duties of this job, the associate is occasionally required to stand; walk; sit for extended periods of time; use hands to touch, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, bend, crouch or crawl; talk or hear; taste or smell. The associate must occasionally lift and/or move up to 50 pounds. Repetitive motion of upper body required for extended use of computer. Required specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

Work environment characteristics described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job responsibilities.

Primarily works in well-lit, ventilated and climate-controlled office environment with routine office equipment; some equipment has moving mechanical parts. May work from clinic locations and may be exposed to contagious viruses. Involves frequent contact with staff, patients, and the public. Work may be stressful at times. Contact may involve dealing with angry or upset people.

Noise level in the work environment is usually moderate.

Minimal overnight travel (less than 10%) land and/or air required.