Administrative Medical Assistant

Job Requirements

High school graduate or equivalent. Some college coursework is preferred.
Completion of a Medical Assistant Certification Program
Strong interpersonal skills to communicate effectively with patients and healthcare professionals.
Detail-oriented with excellent organizational skills to manage multiple tasks efficiently.
Knowledge of anatomy and medical terminology relevant to various specialties.
Proficient in medication administration and an understanding of pharmacology.
Maintain professional standards while conducting agency business.
Ability to demonstrate basic computer skills related to Windows navigation, Microsoft Office, electronic medical records, and general office equipment.
2 years customer service experience in a client facing CMH/healthcare position.
Must be comfortable being the main point of contact, face to face and over the phone in a fast-paced office setting.
Ability to receive and exchange information accurately and effectively when communicating with others.

Essential Function

Greet clients and visitors with professionalism and sensitivity to diverse populations and mental health needs.
Perform basic clinical procedures, including obtaining vital signs
Prepare and administer medications (as permitted by certification and under provider direction).
Manage provider schedules to ensure that all clients receive timely services
Support the onboarding and oversight of Medical Assistant Interns in coordination with Program Operations Supervisor
Answer incoming calls, retrieve voicemails, and return calls within 24 hours of receipt.
Schedule, confirm, and reschedule appointments for psychiatric providers in a timely and client-friendly manner.
Manage shared departmental email inboxes and other communications with acknowledgement of receipt in a timely manner.
Conduct reminder phone calls to families and arrange transportation and interpreters when needed.
Assist with general office operations, including making copies, filing, scanning, uploading documents into EHR, and maintaining supplies and materials.
Manage an internal scheduling queue for referrals.
Run daily authorization reports and make scheduling adjustments as needed
Prepare documentation and assist with patient forms, letters, or compliance paperwork.
Maintain exam room cleanliness and equipment organization in compliance with OSHA standards.
Manage medical inventory, including ordering and stocking clinical supplies.
Facilitate phlebotomy, specimen collection, or EKGs if applicable to client care and within scope of practice.
Process any lab results, ensuring they are uploaded to charts in a timely manner.
Ensure proper documentation in client health records, maintaining confidentiality and accuracy to prevent service delay and/or disturbance.
Educate patients on treatment plans, medications, and follow-up care as needed., and in collaboration with the prescriber
Process prior authorizations and coordinate with pharmacies for prescription-related needs.
Support prescription refill request per protocol, ensuring accuracy and timeliness.
Track and follow up on lab orders, imaging referrals, and other clinical coordination requests.
Assist prescribers during client appointments by preparing rooms, gathering supplies, witnessing consents and documenting clinical notes as directed.
Ability to work effectively with children and families in crisis situations.

Key Performance Indicators

No more than 1 customer service complaint resulting in corrective action annually 
95% accuracy with phlebotomy procedures annually
95% accuracy with retrieving client lab results prior to next scheduled appointment annually
100% of clients in the scheduling queue have been contacted within 3 business days 
98% of clients assigned to the program Reporting Unit are actively engaged in services 
100% of reminder calls are completed daily as needed
100% of pre-authorizations are reconciled within 1 business day
Maintain a rate of less than 5% of client appointments that are canceled or unable to proceed due to incomplete prior authorizations.”

Additional Functions:

Maintain up-to-date knowledge of agency policies, HIPAA regulations, and clinical protocols.
Participate in department meetings, trainings, and quality improvement initiatives.
Escalate concerns to the Clinical Operations Supervisor or appropriate leadership when clinical or operational issues arise.
Attend supervision with the Clinical Operations Supervisor at least biweekly.
Attend mandatory agency trainings each calendar year and attend additional trainings as needed for professional development.
Contribute to a positive workplace culture that demonstrates evidence of high accountability, inclusivity, and collaboration.
Demonstrate a commitment to anti-racist practices, diversity, equity, and inclusion in the workplace.

Physical Requirements

Ability to sit, stand, bend, and lift up to 15 lbs.
Ability to walk frequently, each day, around the agency campus.

Robust Health Care and Benefit Package including  

Medical 
Vision and Dental Plan sponsored 100% by The Children’s Center
Matching 3% 403(b) retirement plan after one year, fully vested after two years of employment
80 hours of paid time off after 90 days, 120 hours of paid time off your first year, 160 hours your 2nd, 3rd and 4th year, 200 hours every year beginning your 5th year
Accrued Paid Sick Time
11 paid holidays
Life Insurance (Employer-Provided)
Short Term & Long-Term Disability sponsored 100% by The Children’s Center
Longevity Pay 
Health Savings Account
Dependent Care Account
Tuition reimbursement
Employee Assistance 

 

Voluntary Benefits 

Critical Illness
Accident
Voluntary Life, voluntary spouse and dependent life
Pet Insurance
Legal Shield (prepaid legal services)