Medical Assistant & Back Office

The intent of this job description is to provide a summary of the major duties and responsibilities performed in this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description. 

Medical Assistants play a crucial role in supporting patients by providing information, services, and assistance. Their responsibilities encompass both clinical and administrative areas, ranging from aiding physicians in patient care to managing clerical, environmental, and organizational tasks. Additional duties include ensuring the security of medical records, maintaining adequate medical supplies and inventory, and performing preventive maintenance to keep equipment functioning optimally.  

All Medical Assistants are required to float to different sites as needed. 

Essential Job Duties: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Medical Assistant – Patient Care Duties: 

• Patient rescheduling for provider callouts.
• Rooming patients and ensuring their comfort and readiness for exams.
• Pre-visit planning and chart preparation.
• Assisting with clinical procedures as directed by healthcare providers.
• Performing quality control (QC) checks on equipment and processes.
• Using and maintaining the autoclave for sterilizing instruments.
• Stocking and restocking exam rooms and medical supplies.
• Managing inventory of medical supplies and equipment.
• Executing standing orders as outlined by the practice.

• Supporting triage processes by addressing patient needs appropriately.
• Assisting with patient forms, ensuring accurate and timely completion.
• Performing check-out duties, including scheduling follow-ups and providing necessary documentation.
• Any other duties/ tasks assigned by leadership.

Medical Assistant – Clinical Support Duties: 

• All Medical Assistants will act as clinical support on days they are not working 1:1 with a provider.
• Scheduling patient appointments and managing reschedules.
• Processing medication refill requests per established protocols.
• Handling prior authorizations for medications or procedures.
• Managing the inbox, ensuring timely response to messages and tasks.
• Answering patient calls, providing patients with any assistance and information needed.
• Conducting outreach to patients on assigned lists, such as preventive care reminders.
• Scanning documents into the electronic medical record system.
• Executing standing orders and protocols as needed.
• Supporting triage processes and addressing patient concerns.
• Managing forms, including completion and routing as required.
• Handling the fax inbox, ensuring accurate and timely processing of documents.
• Any knowledge of Prior authorizations for prescriptions

Back Office – Clinical Support Duties:

• Must warmly welcome patients and visitors to the office by greeting and acknowledging them upon entrance.  
• Answer and direct multiple phone lines in a timely manner, including checking voicemails throughout the day.  
• Processes patient payments correctly via either credit card or by cash and balance cash drawer daily. 
• Schedule, reschedule and confirm patient appointments.  
• Work within multiple websites to verify insurances for patient appointments.  
• Assist with patients checking out after appointment with provider, scheduled follow-up appointments, hand out any paperwork that the patient needs such as labs, orders, etc.   
• Manage assigned task lists.  
• Work as a team with other co-workers to complete tasks.  
• Updates and/or verifies all demographics and necessary paperwork before a patient is seen. 
• Endeavors to keep patients on schedule and communicates with the back-office regarding delays. 
• Maintains reception area and waiting room area in a neat and orderly condition. 
• Work cooperatively with others, including appropriate communication with patients, providers, support staff and administration.
• Retrieve medical records for continuity of care
• Assist with incoming/outgoing Faxes

Required education and experience: The requirements listed below are representative of the knowledge, skills, and/or ability required.  

Minimum Education (or substitute experience) required:  

• High School Diploma or equivalent (GED). 
• A Medical Assistant diploma or certificate of completion from a medical assistant training program is required. 
• Current Basic Life Support (BLS) Certification/CPR certification preferred.

Minimum Experience:  

• Experience in working with Primary Care, Urgent Care, Internal Medicine, Pediatrics, Women’s Health, Geriatrics a plus.
• Successful completion of a medical front/back office program or on the job training with an emphasis on customer service 

Minimum Knowledge and Skills Required: 

• Bilingual Spanish is preferred.
• Knowledge of medical terminology.
• Basic office skills such as typing, transferring calls, faxing, utilizing word documents/Excel sheets 
• Organizational and problem-solving skills
• Ability to exercise tact, initiative and good judgement when interacting with patients/staff
• Understanding principles and practices of the organization, planning, records management, and general administration.
• Dependability, adaptability, and confidentiality are necessary attributes.
• You must pass all items on Rancho’s Medical Assistant checklist.
• Must pass Rancho’s administered Vaccine quiz. 
• Knowledge of accepted procedures for disposing of used supplies.
• Ability to communicate effectively and congenially with patients and staff members in person, via email and over the phone.
• Ability to serve the general physical condition of patients to detect signs of abnormalities.

• Ability to record observations and notes completely, accurately, literately, and concisely.
• Computer skills are necessary to navigate the company’s EMR system.
• Ability to accept supervision and feedback.

Travel: Employees must be willing to float to various locations within the Riverside County area, spanning from Hemet to Fallbrook, as needed for shift coverage or training purposes.