Medical Assistant

The Medical Assistant must adhere to agency policies and procedures, the Office of Refugee and Resettlement (ORR) guidelines, Federal regulations, State mandates, and all applicable agreements and acts governing the care of unaccompanied minors.

Job Summary:

The Medical Assistant is responsible for supporting medical operations and assisting with applicable tasks in support of the program’s nurse and medical coordinator. The medial assistant will assist with scheduling, coordinating medical services, ensuring compliance with medical protocols, and maintaining organized medical records. The role also includes assisting with transportation, conducting triage health screenings, and ensuring minors receive necessary care.

Key Responsibility Areas:

• Assist with scheduling needs and comply with required medical and dental appointments in accordance with ORR guidelines. Timely respond to individual emergency medical needs.
• Assist with scheduling Initial Medical Evaluations (IMEs) for new minors.
• Conduct COVID screenings and complete necessary result forms (Per ORR requirements).
• Perform lice checks and coordinate professional lice treatment as needed.
• Assist with processing Treatment Authorization Requests (TARs) for specialty referrals.
• Coordinate any appointments with Responsible Parties (RPs); if RP is unavailable, request transportation.
• Follow up with clinics for lab results, x-ray reports, and urgent care/ER medical records.
• Maintain Confidentiality guidelines meeting ORR and the State regulations.
• Ensure all intake medical documents are thoroughly and accurately completed.
• Print and organize IMEs, TARs, MARs, checklists, vaccine records, COO medical records (if applicable), dental assessments, medical specialty provider notes, lab results, x-ray reports, discharge records, etc for both the confidential medical folder.
• Obtain, compile, and maintain a medical file for each admission.
• Timely file medical documents in the confidential medical folder on an ongoing basis.
• Prepare and organize discharge medical documents, including the Medical Discharge Checklist and necessary copies of IME, lab results, x-rays, and specialty notes.
• Collect and file Medication Administration Records (MARs) and other medical documents from RPs.
• Timely elevate concerns with minors, RPs, internal personnel, community service providers, and stakeholders to supervisor and/or management.
• Monitor and ensure minors are taking prescribed medications properly.
• Check and maintain first aid kits monthly.
• Ensure proper maintenance of the medical refrigerator, including daily temperature checks.
• Perform daily biohazard cleanup and maintain sanitation standards.
• Assist with medical training sessions for staff as needed.
• Schedule and coordinate dental appointments for minors experiencing dental pain or reaching 60 days of Length of Stay (LOS), including completing clinic forms.
• Speaking to sponsors for minors who need medical follow up and ensuring a follow up appointment has been made. Also assist those who qualify for medi-cal or other health care coverage on how to apply and/or beginning the application (Per state and ORR policy).
• Provide transportation assistance as needed.
• Assist in various duties across departments, including food preparation, transportation, covering the front desk, field trip assistance, office organization, donation sorting, decorating, office maintenance, and food safety compliance.
• Attend team meetings, staff reviews and any other trainings required.
• Assist with auditing of the medical portion in the files.
• Adhere to State, County regulations and the Agency policies and procedures.
• Adhere to Child Abuse Reporting requirements.
• Must be relied upon regarding task completion and follow-up meeting deadlines on time without sacrificing accuracy, work quality, or customer service satisfaction.
• Provide RP training as needed.
• Participate in weekly, monthly team meetings.
• Review departmental policies and procedures.
• Weekly review of UC Policy, MAPs, Field Guidance’s, FAQ, other policies as needed.
• Translate documents as needed.
• Provide coverage for other departmental staff as needed.
• Participate in intake rotation to complete after-hours intakes and prepare intake packets/welcome bags.
• Participate in monthly supervision with supervisor.
• Complete all required training.
• Provide services as needed evenings, weekends, and holiday.
• Assist in other departments as needed.
• Occasional travel to community facilities, sister facilities, other community services, or agency events.
• Coordinate communication with RPs and internal departments as needed.
• Audit UC binder, data analysis, and UC Portal weekly for medical department and other departments as needed.
• Upload UC files to Extended Reach for medical department and other departments as needed.
• Ensure accurate and timely submission of all case-related documentation to ORR, CCL, CPS, LE or other stakeholders.
• Maintain quick response time to heavy email volume.
• Complete other duties as assigned.

Education & Experience:

• High school diploma or equivalent.
• Minimum of one year of experience in a medical setting as a Medical Assistant, preferably working with children and families.
• Current Basic Life Support (BLS) / CPR Certification
• Proficiency in Microsoft Office applications.

Other

• Bilingual (English/Spanish)
• Availability to work flexible hours, including weekends and evenings, as necessary.
• Work performed in a clinical and office environment with occasional travel to medical facilities.
• Must be at least 21 years of age
• Successful completion of background check required
• Be able to show proof of immunity to vaccine-preventable diseases transmitted by the respiratory route [i.e.: MMR, Flu, etc.]

Physical Requirements

• Ability to sit at a desk or front desk area and work on a computer for extended periods
• Ability to stand, walk, bend, reach, and stoop occasionally
• Frequent use of hands and fingers for typing, writing, handling patient files, and using office equipment (phones, fax, scanner, copier)
• Visual acuity sufficient to read computer screens, paper records, identification cards, and medical documentation
• Auditory ability sufficient to communicate effectively in person, over the phone, and with patients and healthcare providers
• Ability to occasionally lift or carry office or medical supplies, files, or small packages weighing up to 25 pounds
• Mobility to assist with moving through the clinic, if needed, and possibly traveling between locations (as needed)
• Mental and emotional resilience to handle a busy front office environment, including frequent interruptions, patient interactions, and confidential/sensitive information

We are a foster care and adoption agency including Transitional Foster Care & Intensive Services Foster Care.