Medical Assistant

Salary: Starting $17.00 per hour, commensurate with experience

Work Schedule: : Monday-Friday; 8am-5pm (Staggered shifts may apply)

 POSITION SUMMARY

The Clinic Medical Assistant is an integral member of the UKSM-W MPA Psychiatry & Behavioral Sciences Clinic team, providing clinical and administrative support to ensure efficient clinic operations and high-quality patient care. This position supports providers and clinic workflows while creating a welcoming and professional environment for patients and families.

Key responsibilities include obtaining and documenting vital signs and other clinical information in the electronic health record, administering injections and medications as ordered by providers, maintaining clinical supplies, and supporting daily clinic operations.

The Medical Assistant works closely with providers, nursing staff, and other team members to coordinate patient care and improve access to services. Responsibilities include processing medication refill requests, coordinating referrals, obtaining prior authorizations, facilitating communication between patients and providers, assisting with patient paperwork, including Release of Information (ROI) forms, and coordinating medical records requests.

Success in this role requires strong communication and organizational skills, attention to detail, professionalism, and compassion when interacting with patients. The ideal candidate maintains confidentiality, works effectively as part of a team, and is committed to delivering safe, efficient, and patient-centered behavioral health care.

 ESSENTIAL FUNCTIONS

• Obtains and documents vital signs and other pertinent clinical information in the electronic health record. 
• Administers injections and medications as ordered by providers and in accordance with clinic policies and procedures. 
• Coordinates patient appointments, referrals, diagnostic testing, and follow-up care as directed by providers. 
• Updates patient demographic, insurance, and primary care provider information in the electronic health record. 
• Assists patients with completing required forms and documentation, including Release of Information (ROI) forms, and coordinates requests for medical records in accordance with HIPAA regulations and organizational policies. 
• Assists with medication refill requests, prior authorizations, and communication with pharmacies, patients, and insurance companies. 
• Monitors the clinic fax inbox and nurse voicemail line, ensuring messages, orders, referrals, and patient requests are routed and addressed in a timely manner. 
• Facilitates communication between patients, providers, and other healthcare organizations to support continuity of care. 
• Monitors clinical task lists, provider messages, and work queues to ensure timely follow-up and completion of assigned duties. 
• Maintains accurate patient records while ensuring compliance with HIPAA, organizational policies, and confidentiality requirements. 
• Maintains clinical supplies and assists with inventory management and ordering as needed. 
• Assists with administrative and clerical tasks that support daily clinic operations and special projects as assigned. 
• Participates in team meetings, training, and process improvement initiatives to enhance patient care and operational efficiency. 
• Demonstrates professionalism, reliability, punctuality, and a commitment to exceptional patient service. 
• Performs other duties as assigned.

POSITION QUALIFICATIONS

Certificates & Licenses: 

• Certified Medical Assistant or RMA preferred
• Must have completed a Medical Assistant course through an accredited program or institution  
• Current BLS Certification is required within 30 days of hire

Education: High School Graduate or General Education Degree (GED)

Experience: 

• One to two years medical office experience preferred
• EHR experience preferred (we use eClinicalWorks)
• Microsoft Office experience a plus
   

KNOWLEDGE, SKILLS & ABILITIES

Knowledge

• Knowledge of ambulatory clinic workflows, patient care processes, and medical records management.
• Knowledge of medical terminology and medical documentation principles
• Knowledge of insurance plan coverage and referral requirements (includes Medicare, Medicaid, VA and commercial insurance plans)
• Knowledge of confidentiality (HIPAA and 42 CFR Part 2) guidelines and procedures
• Knowledge of organizational emergency procedures
• Knowledge of basic computer skills and office equipment 
• Knowledge of behavioral health terminology (preferred)

Skills:

• Skill in time management and prioritizing clinical and administrative responsibilities.
• Skill in utilizing computerized systems to gather data, analyze results, and make recommendations 
• Skill in customer service, professionalism, and patient relations.
• Skill in prior authorizations, medication refill requests, and continuity of care activities.

Abilities:

• Ability to problem solve and make decisions related to clinical support and patient care coordination.
• Ability to learn and master clinical workflows, medication refill processes, prior authorization procedures, and electronic medical record system.
• Ability to obtain and accurately document vital signs and other clinical information in the electronic health record. 
• Ability to monitor clinic fax communications, nurse voicemail messages, electronic task lists, and work queues, ensuring timely follow-up and completion of assigned duties. 
• Ability to assist patients with completing required forms and paperwork, including Release of Information (ROI) forms, and facilitate requests for medical records. 
• Ability to communicate effectively (oral and written) with patients, coworkers, residents, physicians, pharmacies, insurance companies, and external partners utilizing telephone and HIPAA-compliant electronic methods. 
• Ability to maintain confidentiality and exercise discretion when handling sensitive patient information.
• Ability to handle upset patients, de-escalate difficult situations, and maintain positive patient relationships. 
• Ability to collaborate with leadership, providers, and staff to improve patient care and clinic operations. 
• Ability to work well independently and as part of a multidisciplinary team. 
• Ability to wear Personal Protective Equipment (PPE), including closed-toe shoes and masks when indicated. 
• Ability to be prompt, reliable, and present during scheduled work hours.

Competencies:

Performance evaluations are based on the individual’s accuracy, accountability, adaptability, communications (oral and written), customer service, attention to detail, initiative, integrity, interpersonal skills, judgement, organization, problem solving, and time management.