Staff Assistant-Medical Assistant, Women's Specialty Center

The Women’s Specialty Center is requesting an additional Medical Assistant / Staff Assistant FTE to support increasing patient volume and growing operational demands across prenatal, MFM, ultrasound, and genetics services. Current support staff capacity is insufficient to sustainably manage patient intake, referral coordination, scheduling, documentation support, lab workflows, patient communication, and clinic flow needs.
As volumes continue to grow, providers and genetic counselors are increasingly absorbing administrative and operational tasks, reducing time available for direct patient care. Additional support staff would improve clinic efficiency, reduce scheduling delays and rescheduling burden, enhance patient communication, support timely access to care, and allow clinical staff to practice at the top of license. This position will strengthen operational infrastructure and support a more efficient and patient-centered experience.

MAJOR ACCOUNTABILITIES / CRITICAL RESPONSIBILITIES:

• Assist the Practice Manager in managing the daily operations in the practice locations.
• Ensure patients progress through the system in a timely and efficient manner.
• Assist in improving clinical operations within the construct of the program.
• Monitor incoming referral/appointment requests from SHMG and outside physicians via phone or fax and respond in a timely manner.
• Schedule appointments and communicate with patients as necessary.
• Prepare various documents and handle confidential matters in accordance with rules, policies, and procedures.
• Promptly and professionally answer telephone calls and inquiries. Route and/or resolve calls appropriately.
• Ensure complete and accurate registration, including patient demographic and current insurance information.
• Assemble information concerning patient's clinical background and referral needs.
• Review details and expectations about the referral with patients.
• Ensure that referrals are addressed in a timely manner and conduct appropriate follow-up on all open referrals.
• Collaborate interdepartmentally.
• Obtain prior authorizations as needed.
• Assist with other clinical and clerical duties to ensure optimization of patient experience within the program.
• Support and uphold established policies, procedures, objectives, quality improvements, and safety.
• Practice and adhere to Stamford Health’s “Code of Conduct” philosophy, SHMG’s Standards for Service Excellence, and organizational values of: Teamwork, Integrity, Compassion, Respect, and Accountability.
• Comply with departmental organizational policies and procedures and adhere to external agency requirements.
• Perform other duties as assigned.

CLINICAL RESPONSIBILITIES / MA DUTIES:

• Provide patient care in outpatient physician practice under the direction of the practicing physician, physician assistant, or licensed nurse.
• Welcome patients by greeting them, in person or on the telephone; answer or refer inquiries.
• Prepare patients for the health care visit by directing and accompanying them to the examining room; help them position themselves for the examination and/or treatment; arrange examining room instruments, supplies, and equipment.
• Verify patient information by interviewing patient; reviewing and/or recording medical history; taking vital signs; drawing blood; confirming purpose of visit or treatment.
• Counsel patients by transmitting physician's orders.
• Complete records by recording patient examination, treatment, and test results.
• Schedule procedures or tests as directed by licensed provider. Obtain pre-cert as needed.
• Handle phone calls and messages for prescriptions, notes, forms, etc.
• Complete disability and insurance forms.
• Maintain clinical flow in all areas of the practice.
• Keep supplies ready by inventorying stock; placing orders; verifying receipt.
• Keep equipment operating by following operating instructions; troubleshooting breakdowns; maintaining supplies; performing preventive maintenance; calling for repairs in collaboration with the Office Manager.
• Maintain a safe, secure, and healthy work environment by following and enforcing standards and procedures; complying with legal regulations.
• Maintain patient confidence and protect operations by keeping patient care information confidential.
• Serve and protect the physician or health care provider practice by adhering to professional standards, policies, and procedures, federal, state, and local requirements.
• Update job knowledge by participating in educational opportunities; reading professional publications; participating in professional organizations.
• Maintain knowledge in area of medical terminology.
• Maintain open lines of communication with staff, physicians, and others.
• Ensure ongoing commitment to excellent customer service and support the customer service plan.
• Complete required continuous training and education, including department-specific requirements.
• Perform other duties as assigned.

QUALIFICATIONS/REQUIREMENTS:

• High School diploma is required. Associates Degree preferred with a minimum of 3 years of medical office experience.
• Certification or Diploma from accredited Medical Assistant school/program OR Bachelor of Science in Chemistry or Biology with National Medical Assistant Certification.
• BLS/Heartsaver is required 
• Must exhibit a high degree of responsibility in confidential matters.
• Knowledge of office record keeping and workflow processing is required.
• Ability to work independently and balance multiple priorities is required.
• Effective communication skills, both verbal and written English proficiency required.
• Excellent organization, problem-solving, and listening skills are required. Knowledge of medical terminology is preferred.
• Strong interpersonal skills are required. Broad-based experience successfully working with physicians and individuals.
• Proficient in Microsoft Word, Excel, Outlook, and EMR.