Administrative Medical Assistant

Candidate must be able to commit to 4, 10-hour shifts. 

Position Summary
The Patient Access Representative (PAR) position is a multi-tiered role responsible for facilitating the patient experience at Ocean Health Initiatives. This role encompasses a range of patient-facing and administrative duties, from initial registration and greeting patients to financial screening, scheduling, and supporting the broader clinical operations. Depending on the tier, responsibilities may include verifying patient information, determining financial eligibility, collecting documentation for billing, assisting with insurance and public assistance programs, and providing general administrative support to clinical teams. PAR is an integral part of ensuring efficient patient flow, high-quality customer service, and adherence to regulatory and organizational standards. 

The tiered structure allows for growth and development within the role, with each level progressively increasing in responsibility. Employees will be trained to handle complex financial and administrative tasks, work closely with patients to address their needs, and support clinical operations under the guidance of practice leadership. 

Administrative Medical Assistant Specific Duties 

Performs all Patient Liaison and Financial Screener responsibilities, including patient check-in, appointment scheduling, and insurance verification. Demonstrates an understanding of all workflows and provides support as needed to ensure smooth operations. 

• Patient Care & Support: Escort patients from the waiting room to the exam room, assign rooms in the EMR, and gather patient histories (medical, surgical, social) including vital signs (temperature, blood pressure, weight, etc.) and document in the EMR. Perform routine screenings (e.g., depression, smoking status, and allergy checks) and collaborate with the care team to deliver quality patient care.
•  Clinical Procedures & Testing: Assist providers during exams and procedures, perform diagnostic tests (e.g., urinalysis, pregnancy tests, vision/hearing tests), and document findings in the EMR. Ensure accurate and timely follow-up on test results and communicate with patients as necessary.
• Vaccinations: Administers vaccines according to policy using two identifiers, providing proper vaccine information sheets to patients and accurately documenting information in the EMR. Clean the refrigerator/freezer monthly and maintain an up-to-date refrigerator cleaning log. Document appropriate and accurate patient data in NJIIS Registry, and provide patients/guardians with vaccine side effect education booklet as per NJ State requirement.
• Maintain an accurate daily temperature log for refrigerator/freezer temperatures to assure vaccine and medication safety. Update the log monthly, file the log for previous month and send a copy to RN by 5th of each month   
• Quality & Compliance: Ensure adherence to infection control policies, practice standard precautions, and maintain cleanliness and safety of exam rooms. Complete required forms for referrals, prior authorizations, and specialty appointments. Maintain accurate logs for medical devices and perform regular Environment of Care (EOC) inspections.
•  Administrative Support: Manage patient referrals, prior authorizations, and assist with scheduling and tracking specialty appointments. Follow up on missed appointments, patient inquiries, and pending orders. Assist with daily EMR tasks, including managing "bucket" items and patient data documentation.
•  Staff Support & Training: Participate in staff development, orientation, and educational programs. Assist with the training of new staff and maintain current CPR certification. Utilize time management skills to multi-task effectively in a fast-paced environment.
•  Equipment & Inventory: Maintain, stock, and manage inventory for exam rooms and medical equipment. Ensure proper paperwork and records for inventory control. Clean and prepare equipment for sterilization as required.

Education/Experience/Licensure  

• High School diploma or equivalent is required. 
• Basic Life Support for providers through the American Heart Association is required.
• One to two years’ experience using an EMR system is preferred. 
• Professional verbal and written communication skills is required. 
• Proficiency in Microsoft Office 365 is required.  

Benefits

• Medical, Dental, Vision and Life Insurance
• Flexible Spending Accounts with Medical and Dependent Care
• Voluntary Life Insurance
• 401(k) Salary Deferral and Match
• Paid Time Off 
• Paid Holidays
• Employee Assistance Program
• Employee Discounts
• Employee Referral Program