Hybrid Medical secretary / medical assistant – Franconia pulmonology

Must act in a professional and courteous manner with the public, patients, co-workers, and providers at all times.
Experience with computer applications required.
Excellent interpersonal skills required.
Critical thinking skills a must.
Detail oriented with the ability to multitask.
Assist with patient inquiries.
Able to be flexible within a busy office environment while maintaining a calm presence
Will need to coordinate training and competencies with the Education Department
Able to work Monday – Friday, 8am-4:30pm

Roles and responsibilities

Managing the message pool
- O2 orders
- Medication refills
- Overnight oximetry orders
- Low dose CT orders
- Managing the Docusign documents for Dr Nordstrom to sign
- Keeping track of next year’s patients when we don’t have Dr Nordstrom’s schedule for next year until late December
- Keep track of wait list
Keeping track of sample medications, ordering new samples
Assist other departments with their urgent requests
Triage patient portal messages in Powerchart – sending to Nordstrom vs secretarial message
Nordstrom will review the results and will dictate to the MA how to respond to the patient, MA will call patients with results as directed by provider
Daily / multiple times per day, check in with provider
Chart prepping for the provider (last labs, last PFT, last time saw another pulmonologist, last imaging, recent hospitalizations)
Preparing the paperwork (Review of systems, asthma questionaries, COPD questionnaire, new patient packet)
Primary resource for phone team triage calls (i.e. calls that arrive in the service center and are transferred to pulmonology med sec / MA)
Primary resource for referral coordinator who needs to call the med sec / MA with questions
All patients with VA insurance require valid authorization for the specific date of service, the med sec stays current with these dates of service and calling for auth, time consuming phone calls
The offsite location will complete the full registration, insurance eligibility through Experian, update flagged registration errors
Scan insurance cards
Scanning and obtaining permission to discuss, consent forms
Scanning all clinical documents
Order and maintain par levels of office supplies
Taking copayments, counting copayments, reconciling cash drawer and deposits
Facilitating prior authorization of medications
Managing the outgoing referrals, provider orders (sending the office notes and other documents that are necessary to process those referrals and orders
Managing the low dose CT spreadsheet based on insurance criteria (pack year of smoking)
Track the testing before the next upcoming appointment (i.e. patients may require a PFT, last labs, CT scans, sleep studies) , the med sec or MA will need to ensure these records are in the chart if these tests were performed offsite
Corresponding frequently with the DME companies for CPAPs, portable Oxygen, nebulizers
Calling all patients in person to confirm their upcoming appointments
Managing the schedule to fill the open appointments when we have cancellations
Ensures the guardianship paperwork is accurate

Check in patients, check out
Obtaining the consents, insurance cards
Scheduling follow up appointments
Rooming the patient, vitals, reviewing med list, document smoking history, correct pharmacy
Perform the 6-minute walk test as needed
Assisting patient education for nebulizers, inhalers, oxygen usage as directed by Dr Nordstrom
Preparing overnight oximetry paperwork, fresh batteries, educating the patient how to use it
Assisting the provider to obtain additional documents that may be pertinent for the provider review (i.e. often the patients will disclose a testing that they had not recalled previously and need those records sent in urgently while the patient is in the office)
Acts as the primary point of contact for the patient to call the office with questions, which is a time-consuming phone call

REPORTS TO: Practice Manager

SUPERVISES: None

INTERNAL AND EXTERNAL CONTACTS:

Patients, office staff, providers, hospital personnel, pharmaceutical representatives, nursing home personnel

QUALIFICATIONS:

Experience/Specialized Skills:

One year of medical practice experience preferred

Required Education/Course(s)/Training:

High school diploma

Preferred Certification/Registration: BLS required

PHYSICAL DEMANDS:

See Physical Demands worksheet

WORK ENVIRONMENT:

Exposure to communicable diseases, toxic substances, bodily fluids, medicinal preparations and other conditions common to a clinic environment.

At Littleton Regional Healthcare (LRH), we are committed to supporting the well-being of our employees while fostering a workplace rooted in respect, teamwork, and service to our community. We offer a comprehensive benefits package designed to support your health, financial security, and work-life balance.

Benefits may include:

Medical, dental, and vision insurance
Retirement savings plans (403(b) and/or 457(b)) with employer match eligibility
Generous earned time off (ETO) and paid holidays
Short-term and long-term disability coverage
Life insurance options
Employee Assistance Program (EAP)
Tuition assistance and professional development opportunities
Wellness programs and additional employee resources

Benefit eligibility and offerings may vary based on employment status and position.

Medical Assistant

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