Medical Assistant – Back Office

Primary Accountability

The Medical Assistant – Back Office is responsible for supporting efficient patient flow while performing various aspects of the back office patient visit.  This position will function within their scope of practice.

Description of Primary Responsibilities

1. Responsible for supporting and monitoring patient flow in the back office.
   1. Scrubs appointments in advance to ensure necessary information is available for patient visit.
   2. Assists in the distribution of patients, including walk-ins.
   3. Keeps patients informed of wait times and ensures patients are properly flowed in system.
   4. Schedules patient appointments.
   5. Follows-up on “no-show” appointments and ensures messages and requests are responded to accordingly.
   6. Understands general front office workflows and is able to step in to support the front office when needed.
2. Responsible for performing various aspects of patient visit.
   1. Reviews health record with the patient and updates clinical information such as current medication, medical, and surgical histories.
   2. Obtains vital signs and patient data.
   3. Initiates the follow-up of specialty care referrals and services per policy. 
   4. Supports dispensary related functions, including requests for prescription refills, logging of medications, and pharmacy/patient phone calls. 
   5. Completes necessary clinical forms required for patient visit such as patient assistance programs, PM-160’s, and Staying Healthy Assessment forms.
   6. Maintains continuous communication within the patient care team.
3. Responsible for performing important medical tests and procedures on patients. 
   1. Prepares necessary instruments, room set up, and obtains consent for required procedures.
   2. Performs Quality Control of CLIA waived screening equipment. 
   3. Performs CLIA waived screenings and properly documentation in system.
   4. Performs injection techniques.
   5. Preforms standing orders and clinical indicators such as immunizations, foot screening, and Tuberculosis screening. 
   6. Performs specimen collection, preparation, and labeling. 
   7. Performs veni-puncture procedures (if Venipuncture certified).
4. Responsible for obtaining medical record releases, and ensuring the processing of medical record requests.
   1. Scans relevant documents into the electronic health record system.
   2. Performs documentation in the patient’s electronic health record according to policy and training.
5. Responsible for preparing and stocking exam rooms/lab and monitoring adequate supplies in stock.
6. Responsible for discarding of Biohazard waste and sharps.
7. Responsible for weekly testing and weekly/monthly cleaning of sterilization equipment and the sterilization of medical equipment.
8. May also be responsible for maintenance of the mobile health unit
   1. In charge of weekly cleaning and restocking of mobile health unit, dumping septic tank and refueling the vehicle.
   2. Drives mobile health unit to and from various designated locations (as often as multiple times per day, after-hours, and on weekends)
   3. Maintains all vehicle logs and any DMV records as required.
   4. Assists disabled passengers and children into and out of vehicle.
   5. Immediately reports to supervisor any vehicle safety, maintenance and hazard issues.
   6. Cooperate with any 3rd party official or employee assigned to vehicle inspections.
9. If functioning within the PACE program:
   1. Expected to perform within PACE's established policies, procedures, and regulations.
10. Responsible for adhering to the Attendance and Absenteeism Policy, recognizing that regular attendance is considered an essential function of all FHCN positions.  Absenteeism is not being at work or failing to attend a paid workshop, training, or event unless the absence is protected by law. 
11. Ability to present to and work at any FHCN location, both at the beginning of a shift or during a shift, based on business need.
12. Performs other duties as assigned. 

Description of Primary Attributes

Professional & Technical Knowledge:

Effective June 1, 2026, all individuals hired into the role must:

1. Possesses work-related skills at a higher level than completion of high school, including formal written and verbal communications skills, computational and computer skills, mathematical, and technical skills. 
2. Have proof of completion of high school with a minimum overall GPA of 2.5 or completion of General Educational Development (GED) with a minimum overall score of 162.5, and health care related knowledge frequently acquired through completion of a trade school, para-professional, or certificate type program.  
3. If an individual has completed a degree at a higher level than required by the role and had a stronger GPA in that program, they may provide proof of GPA from that degree in lieu of the high school diploma.
4. Have two years of experience or successful completion of a medical assistant externship with Family HealthCare Network.
5. For Back Office Medical Assistants working in the PACE program – A minimum of one (1) year of documented experience working with the frail or elderly population. The experience used to satisfy this requirement can also be included in the 2-year experience required in number (3) above.

Technical Skills:

1. Ability to prepare more complex documents in Microsoft Word, including creating tables, charts, graphs and other elements.
2. Ability to use Microsoft Excel to review and compile data, including the use of formulas, functions, lookup tables and other standard spreadsheet elements.
3. Ability to create basic presentations in Microsoft PowerPoint.

Licenses & Certifications: 

1. MA Certification required.  MA Certification from a medical doctor will be considered. 
2. Injection certification is required. As an alternative, a venipuncture, injection and skin test certificate can be completed as part of the initial job specific competencies.

Communications Skills:

1. Job duties require the compilation of information prepared in effective written form, including correspondence, reports, articles or other documentation.
2. Effectively conveys technical information to non-technical audiences.

Physical Demands: The physical demands described here in this job description are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this position, the employee is regularly required to stand or walk and use repetitive hand movement to type and grasp. The employee is frequently required to bend waist, twist waist, squat, climb, kneel, reach above shoulder height, as well as the ability to lift, carry, push, or pull items up to 10 lbs (e.g., charts, medical supplies, small equipment).

Pay Scale:

Min Hourly Rate: $25.25

Max Hourly Rate: $30.30