Medical Assistant 3

As a patient-centered organization, UCSF Medical Center exists to enhance the health and well-being of people through patient care, research and education. Success in this mission requires a culture of collaboration, excellence, leadership and respect. UCSF Medical Center seeks faculty and staff that are committed to the values of professionalism, respect, integrity, diversity and excellence that are integral to our mission

Under supervision of the clinic leadership, guided by policies and procedures of the Ambulatory Services, and in collaboration with the Clinical Nursing Staff, the Hospital Assistant 3 assists in the delivery of care to patients in Medical Specialties ambulatory group practice.

Work includes a variety of personal care and clinical procedures including assuring positive care outcomes. He/She/They will perform assigned patient care and review of systems data collection in support of the specialty care services provided to patients within the practices. He/She/They will perform assigned patient care and laboratory procedures in support of the specialty care services provided to patients. He/She/They is required to adhere to the Telephone and House Standards as adopted by the Medical Center.

REQUIRED QUALIFICATIONS

• This position requires flexibility to orient and work at all UCSF Medical Center locations.

• Certification from an approved Medical Assistant program; or equivalent combination of training and experience.

• One year of experience as a Medical Assistant/Hospital Assistant in a medical practice.

• Knowledge and abilities essential to the successful performance of the duties assigned to the position.

• Current American Heart Association CPR Certification.

• Strong computer skills and use of Microsoft office

• Ability to prioritize work efficiently

• Excellent communication and writing skills

• Excellent organizational and problem-solving skills

• Ability to use electronic medical records

• Must be able to multi-task and be flexible in work assignments

PREFERRED QUALIFICATION

• 3 to 6 months experience in a medical specialty practice

• Familiar with authorizations and medications used for the management of common allergy, pulmonary, and infectious disease

• Bilingual preferred

REQUIRED LICENSES/CERTIFICATIONS

• Current American Heart Association CPR Certification

DUTIES & ESSENTIAL JOB FUNCTIONS

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

70

Yes

• Clinical

• Performs

• • Routine clinical functions and documents in patient chart, including but not limited to vital signs, height, weight, pain screening and documentation of chief complaints.
• • Clinical activities in an accurate and timely manner.

• Assists (with)

• • Nurses and Providers and patients in preparation for exam and/or procedures.
• • Testing and other procedures in the department
• • Abstraction of medical information updating providers with status
• • Medication review by helping patients to update and review their medication list
• • Patients with completion of clinical research forms
• • Monthly clinical surveys and chart audits
• • Physician staff in writing and sending out patient communications

• Work(s)

• • As an internal float for department as requested by supervisor - covering other department needs while supporting clinical functions. With providers, appeals denials for medications/procedures by providing additional clinical information
• • With clinical team to manage in basket messages

• Obtains

• • All appropriate competencies to perform or assist with procedures as required for department specialty and determined by leadership
• • Specimens and performs simple Point of Care Testing as directed.
• • Specimens and performs simple laboratory procedures conforming to all policies and procedures related to specimen handling and processing.

• Ensures

• • All medication cabinets remain locked at all times.
• • All medication cabinets are secured at all times and supplies are adequate for clinic function
• • Completion of annual competency testing
• • Participates in updating mandatory logs (i.e., temperature log, disaster cabinet log, crash cart log).
• • Facilitates referrals to other providers as ordered by the physician.
• • Complies with all Ambulatory Services and Medical Center policies and procedures for infection control, safety, administrative and clinical practice. - -- Complies with activities mandated by JCAHO/Title 22.
• • Acts as chaperone as needed for medical providers.
• • Documents use of interpreter as appropriate. Work with interpreting services to facilitate interpreter participation for medical appointments in person, by phone, or by video (if available).
• • Transports patients as directed and ensures their safety.
• • Monitors patient flow in and out of the clinic.
• • Communicating and coordinating care within the team of providers and support staff relevant patient issues
• • Reviews clinical information to request prior authorizations for specialty medications
• • Preliminary review of incoming referrals for necessary information to submit to clinician for review
• • Reviews AVS/checklist/treatment plans with patients as directed by providers
• • Participates in daily and end of day huddles to review clinic flow
• • Using appropriate disease specific check list, prepares new patient referrals for clinical review
• • Using approved check list, reviews patient education information with patient for biologic therapy
• • Familiarity with clinical research and assist researchers in preparing patients for visits

20

yes

• Registration, Scheduling, and Insurance Management

• May support and coordinate scheduling of

• • Outpatient clinic visits
• • Outpatient procedures for multiple providers and services.
• • Ensures all visits are scheduled within clinically appropriate timeframe to ensure patient safety and timely patient care.

• Registers patients in person or by telephone before initial appointment.

Updates patient information for returning patients by following practice established accuracy and performance standards.

*

• Communicates Medical Center financial policies clearly to patients, answering simple patient account questions, knowing when to refer patients to Financial Counseling for additional help.

• Ensures that data entries are accurate and timely for registration and scheduling according to medical center and departmental policies. Ensures accuracy of PCP/Referring provider entry and maintain HIPAA. Accurately inputs external referrals as received.

• May coordinate providers' clinic schedules and book appropriate clinic visits and outpatient procedures. Interfaces with patients and physicians to ensure adequate communication regarding all aspects of clinic visits and outpatient procedures.

• Obtain and verify patient insurance eligibility.

• Authorizations from insurers for medications.

• Obtains insurance authorizations for medications, follow ups, procedures and film or slide review authorizations.

• Correctly identifies and selects appropriate insurance plan(s). Interacts with patient, insurance companies and staff accordingly to ensure clinical services in clinic are authorized for visit.

• May provide administrative support for providers including ensuring correspondence; clinical, financial, and administrative documentation is processed accurately and timely. Responds to telephone and email inquiries related to clinical services within a 24-48-hour time frame (urgent inquiries will be addressed on the same business day) and assists caller(s), or appropriately

10yes

• Communication

• Demonstrates courtesy, common sense and follow through in all telephone communications, maintaining the Medical Center Telephone Standards.

• Ensures a professional and helpful working environment by upholding the House Standards as adopted by the Medical Center.

• Notifies providers of patient delays and service issues. Acts as an advocate for patients by helping to facilitate provider punctuality to maintain optimal clinic schedules.

• Communicates provider delays to front office team and makes regular announcements to patients in waiting room or exam room as needed when delays are over 30 minutes.

• Shares pertinent information and observations with other health team members.

• Identifies and communicates problems to the nursing staff or appropriate supervisor.

• Offers suggestions for change or improvement in clinic/practice operations.

• Assists patients with issues and complaints utilizing conflict management skills.

• Utilizes Electronic Health Record (APEX) for documentation within the scope of practice of a Hospital Assistant which may include (but not limited to:

• • Documentation of vital signs, height, weight and pain scale.
• • Enter patient chief complaint and history (i.e. tobacco/family hx/ med/surg/social).
• • Enter patient reported medications and allergies.
• • Order & sign POCT with signed protocol.
• • Documentation of point of care test results.
• • Enter & "pend" scripted orders from provider.
• • Open a Medication Refill Encounter for provider.
• • Scheduling laboratory, radiology and other testing with a written order from a provider.
• • Open telephone encounters.
• • Open staff messages.

10

yes

• Operations Maintenance

• Maintains clean, well-stocked exam rooms, hub rooms and lab. Responsible for ordering and maintaining supplies, maintenance of lab equipment.

• As requested, reviews Lab log of results and prints results for providers.

• Schedules complex procedures and coordinates services for patients.

• Coordinates meal and rest periods with other Hospital Assistants and ensures coverage of clinic under direction of supervisor/manager.

• Maintains supply standards as directed by nursing staff or appropriate supervisor.

• Adheres to infection control procedures as outlined in the Infection Control Manual.

• Adheres to the Ambulatory Services policy and procedures for the cleaning, disinfecting and sterilizing of equipment.

• Participates in various QI and Customer Service initiatives such as wait time studies, outcome data collection from procedures, etc.

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

OTHER FUNCTIONS AND RESPONSIBILITIES

• Performs other duties as assigned.

DUTIES & ESSENTIAL JOB FUNCTIONS

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

70

Yes

• Clinical

• Performs

• • Routine clinical functions and documents in patient chart, including but not limited to vital signs, height, weight, pain screening and documentation of chief complaints.
• • Clinical activities in an accurate and timely manner.

• Assists (with)

• • Nurses and Providers and patients in preparation for exam and/or procedures.
• • Testing and other procedures in the department
• • Abstraction of medical information updating providers with status
• • Medication review by helping patients to update and review their medication list
• • Patients with completion of clinical research forms
• • Monthly clinical surveys and chart audits
• • Physician staff in writing and sending out patient communications

• Work(s)

• • As an internal float for department as requested by supervisor - covering other department needs while supporting clinical functions. With providers, appeals denials for medications/procedures by providing additional clinical information
• • With clinical team to manage in basket messages

• Obtains

• • All appropriate competencies to perform or assist with procedures as required for department specialty and determined by leadership
• • Specimens and performs simple Point of Care Testing as directed.
• • Specimens and performs simple laboratory procedures conforming to all policies and procedures related to specimen handling and processing.

• Ensures

• • All medication cabinets remain locked at all times.
• • All medication cabinets are secured at all times and supplies are adequate for clinic function
• • Completion of annual competency testing
• • Participates in updating mandatory logs (i.e., temperature log, disaster cabinet log, crash cart log).
• • Facilitates referrals to other providers as ordered by the physician.
• • Complies with all Ambulatory Services and Medical Center policies and procedures for infection control, safety, administrative and clinical practice. - -- Complies with activities mandated by JCAHO/Title 22.
• • Acts as chaperone as needed for medical providers.
• • Documents use of interpreter as appropriate. Work with interpreting services to facilitate interpreter participation for medical appointments in person, by phone, or by video (if available).
• • Transports patients as directed and ensures their safety.
• • Monitors patient flow in and out of the clinic.
• • Communicating and coordinating care within the team of providers and support staff relevant patient issues
• • Reviews clinical information to request prior authorizations for specialty medications
• • Preliminary review of incoming referrals for necessary information to submit to clinician for review
• • Reviews AVS/checklist/treatment plans with patients as directed by providers
• • Participates in daily and end of day huddles to review clinic flow
• • Using appropriate disease specific check list, prepares new patient referrals for clinical review
• • Using approved check list, reviews patient education information with patient for biologic therapy
• • Familiarity with clinical research and assist researchers in preparing patients for visits

20

yes

• Registration, Scheduling, and Insurance Management

• May support and coordinate scheduling of

• • Outpatient clinic visits
• • Outpatient procedures for multiple providers and services.
• • Ensures all visits are scheduled within clinically appropriate timeframe to ensure patient safety and timely patient care.

• Registers patients in person or by telephone before initial appointment.

Updates patient information for returning patients by following practice established accuracy and performance standards.

*

• Communicates Medical Center financial policies clearly to patients, answering simple patient account questions, knowing when to refer patients to Financial Counseling for additional help.

• Ensures that data entries are accurate and timely for registration and scheduling according to medical center and departmental policies. Ensures accuracy of PCP/Referring provider entry and maintain HIPAA. Accurately inputs external referrals as received.

• May coordinate providers' clinic schedules and book appropriate clinic visits and outpatient procedures. Interfaces with patients and physicians to ensure adequate communication regarding all aspects of clinic visits and outpatient procedures.

• Obtain and verify patient insurance eligibility.

• Authorizations from insurers for medications.

• Obtains insurance authorizations for medications, follow ups, procedures and film or slide review authorizations.

• Correctly identifies and selects appropriate insurance plan(s). Interacts with patient, insurance companies and staff accordingly to ensure clinical services in clinic are authorized for visit.

• May provide administrative support for providers including ensuring correspondence; clinical, financial, and administrative documentation is processed accurately and timely. Responds to telephone and email inquiries related to clinical services within a 24-48-hour time frame (urgent inquiries will be addressed on the same business day) and assists caller(s), or appropriately

10yes

• Communication

• Demonstrates courtesy, common sense and follow through in all telephone communications, maintaining the Medical Center Telephone Standards.

• Ensures a professional and helpful working environment by upholding the House Standards as adopted by the Medical Center.

• Notifies providers of patient delays and service issues. Acts as an advocate for patients by helping to facilitate provider punctuality to maintain optimal clinic schedules.

• Communicates provider delays to front office team and makes regular announcements to patients in waiting room or exam room as needed when delays are over 30 minutes.

• Shares pertinent information and observations with other health team members.

• Identifies and communicates problems to the nursing staff or appropriate supervisor.

• Offers suggestions for change or improvement in clinic/practice operations.

• Assists patients with issues and complaints utilizing conflict management skills.

• Utilizes Electronic Health Record (APEX) for documentation within the scope of practice of a Hospital Assistant which may include (but not limited to:

• • Documentation of vital signs, height, weight and pain scale.
• • Enter patient chief complaint and history (i.e. tobacco/family hx/ med/surg/social).
• • Enter patient reported medications and allergies.
• • Order & sign POCT with signed protocol.
• • Documentation of point of care test results.
• • Enter & "pend" scripted orders from provider.
• • Open a Medication Refill Encounter for provider.
• • Scheduling laboratory, radiology and other testing with a written order from a provider.
• • Open telephone encounters.
• • Open staff messages.

10

yes

• Operations Maintenance

• Maintains clean, well-stocked exam rooms, hub rooms and lab. Responsible for ordering and maintaining supplies, maintenance of lab equipment.

• As requested, reviews Lab log of results and prints results for providers.

• Schedules complex procedures and coordinates services for patients.

• Coordinates meal and rest periods with other Hospital Assistants and ensures coverage of clinic under direction of supervisor/manager.

• Maintains supply standards as directed by nursing staff or appropriate supervisor.

• Adheres to infection control procedures as outlined in the Infection Control Manual.

• Adheres to the Ambulatory Services policy and procedures for the cleaning, disinfecting and sterilizing of equipment.

• Participates in various QI and Customer Service initiatives such as wait time studies, outcome data collection from procedures, etc.

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

OTHER FUNCTIONS AND RESPONSIBILITIES

• Performs other duties as assigned.