Medical Assistant 3

Under supervision of the LVN Supervisor, guided by policies and procedures of Radiation Oncology, and in collaboration with the Clinical Nursing Staff, the Hospital Assistant III assists in the delivery of care to patients in Radiation Oncology.

They will perform assigned patient care procedures in support of the care services provided to patients within the practice. They are required to adhere to the Telephone and House Standards as adopted by the department. They work as a team member with other staff and consistently projects a professional, caring and courteous demeanor. The Hospital Assistant III is responsible for the efficient patient flow and provides support to multiple physicians. They communicate with referring physicians' offices,and serves a liaison for the outside providers. They may be responsible for insurance authorizations and pharmacy refills, as well as complicated treatment authorizations and hospital admission arrangements.

This position performs Medical Assistant duties, is trained to assist with complex medical procedures, and also provides reception desk coverage. Work includes a variety of personal care and nursing related procedures assuring positive care outcomes. Performs assigned patient care and procedure assistance duties in support of the specialty care services provided to patients. The incumbent is required to learn and be able to assist in Radiation Oncology specialty practices. Applies knowledge of sterile processing techniques to help set up and assist complex medical procedures, including but not limited to OR type HDR procedure room for prostate and gynecological patients under sedation and Gamma knife patients. Additional tasks include but are not limited to rooming patients; taking/recording vital signs; documenting medications and other health information; assisting patients; managing supplies; maintaining or cleaning logs/equipment; assisting the nurses as delegated; communicating with patients and other staff. Less common tasks may include working at reception area during breaks, filing, scheduling patients, and a variety of other duties. Work will be done under supervision of the Administrative Nurse, Charge Nurse or other delegate, guided by policies and procedures of the Medical Center, and in collaboration with the Clinical Nursing Staff. The Hospital Assistant III will assist in the delivery of care to patients and families primarily in Radiation Oncology. Scheduling, authorizations, both front and back-end office work is involved in this position. The Hospital Assistant III is required to adhere to the Telephone and House Standards as adopted by the Medical Center. The position requires the ability to work at all UCSF Health Radiation Oncology locations. Scheduled work hours with staggered start times may vary slightly from 7AM to 7PM.

DUTIES & ESSENTIAL JOB FUNCTIONS

%

of time

Essential Function (Yes/No )

Key Responsibilities

(To be completed by Supervisor)

70%

Yes

Clinical

Utilizes clinical knowledge in the practice and Radiation Oncology settings to perform the following responsibilities:

1. Assist nurse and providers with complex medical procedures, including but not limited to OR type HDR procedure room for prostate/gyn patients under sedation and Gamma knife patients. Requires understanding concepts of sterile technique and practices as being scrubbed in, in order to assist the provider within the sterile field of procedure. Trained to help with sterile processing and inventory of procedural tools and equipment. Helps manage orders and inventory of procedure specific materials and equipment. Successfully completes all appropriate competencies to ensure appropriate training and skill to assist and set up for procedures.
2. Performs routine clinical functions, including but not limited to vital signs, height, weight, pain screening and documentation of chief complaints.
3. Document use of interpreter as appropriate. Work with interpreting services to facilitate interpreter participation for medical appointments in person, by video or by phone.
4. Assists with medication reconciliation by helping patients to update their medication lists.
5. Assists Nurses and Providers and patients in preparation for exam and/or procedures within exam rooms. Including but not limited to laryngoscopy, wound care.
6. Able to perform sterile processing procedures in outpatient clinic such as Cidex OPA and maintain all appropriate logs.
7. Act as chaperone as needed for medical providers.
8. Works as a float between all RadOnc locations and other Cancer Center locations. This may include working at different campuses and possibly traveling from one location to the other during a shift.
9. Transports patients as directed and ensures their safety.
10. Monitors patient flow in and out of the clinic.
11. This role includes working at the reception desk covering breaks, lunches, and absences. Tasks include arriving patients in computer systems, scheduling appointments including follow up and rescheduling both new and follow up appointments, obtaining authorizations, following up on MyChart messages and other related administrative tasks. Applies knowledge of policies, procedures, and best practices to perform reception desk tasks.
12. Obtains specimens and performs simple laboratory procedures confirming to all policies and procedures related to specimen handling and processing.
13. Participates in updating mandatory logs (i.e.: temperature log, disaster cabinet log, crash cart log).
14. Completes referrals to other providers as ordered by the physician
15. Obtains authorizations from insurers for medications
16. Performs clinical activities in an accurate and timely manner, including reporting to the RN or MD patient's clinical data which is out of range per screening forms, policy or direction
17. Assist physician staff in writing and sending out communication
18. Complies with all Ambulatory Services and Medical Center policies and procedures for infection control, safety, administrative and clinical practice. Complies with activities mandated by JCAHO/Title 22.
19. Timely completion of annual competency testing, reviews, and trainings.
20. Ensures all medication cabinets remain locked at all times.
21. Takes initiative, recognizes work needing to be done or acted upon within scope of role and workflows without being told to do so.
22. Utilizes downtime when patient volumes are slower to do chart or visit preparation to facilitate work when busy and decrease patient wait times by verifying necessary information is present in the chart in advance.

15%

Yes

Communication

Collaborates with all members of the practice team in activities to coordinate patient care:

1. Demonstrates courtesy, common sense and follow through in all telephone communications, maintaining the Medical Center Telephone Standards.
2. Uses the principles of AIDET and Living Pride per Medical Center Policies when interacting with patients, visitors, and other staff.
3. Ensures a professional and helpful working environment by upholding the House Standards as adopted by the Medical Center.
4. Notifies providers of patient delays and service issues. Acts and advocate for patients to help facilitate provider punctuality in seeing patients according to schedule.
5. Communicates provider delays with front office team and makes regular announcements to waiting room as needed when delays are over 30 minutes.
6. Shares pertinent information and observations with other health team members.
7. Identifies and communicates problems to the nursing staff or appropriate supervisor.
8. Offers suggestions for change or improvement in clinic/practice operations.
9. Assists patients with issues and complaints utilizing conflict management skills.
10. Coordinates care and resolves patient care issues using Mercury Messaging phones or by answering telephone/voicemail, takes written messages, answers independently or informs appropriate staff as needed.
11. Utilizes Electronic Health Record (APEX) or Aria for documentation within the scope of practice of a Hospital Assistant which may include but not limited to:
    1. Reviews with every office visit the patient's health team for accuracy. Update referring provider, PCP, and other health team members as needed.
    2. Documentation of vital signs, height, weight and pain scale.
    3. Enter patient chief complaint and history (i.e. tobacco/family hx/ med/surg/social).
    4. Enter patient reported medications and allergies.
    5. Order & sign POCT with signed protocol.
    6. Documentation of point of care test results.
    7. Enter & "pend" scripted orders from provider.
    8. Open a Medication Refill Encounter for provider.
    9. Assists to maintain/update Nursing Quality Checklists in Aria such as laboratory and new start or patient teaching lists.
    10. Uses Cadence/APEX to schedule patient encounters.
    11. Scheduling laboratory, radiology and other testing with a written order from a provider.
    12. Open telephone encounters.
    13. Open staff messages.

15%

Yes

Operations Maintenance

1. Maintains clean, well-stocked exam rooms, hub rooms and lab. Responsible for ordering and maintaining supplies. Ensures medications and supplies are not expired or outdated.
2. Maintenance of lab equipment.
3. As requested, reviews Lab log of results and prints results for providers
4. Obtains insurance authorizations for medications, procedures and film or slide review authorizations.
5. Schedules complex procedures and coordinates services for patients
6. Uses Cadence in APEX as needed to schedule patients.
7. Fills in for administrative staff at reception areas in Rad Onc providing breaks and coverage.
8. Assigns other Hospital Assistant lunches and ensures coverage of clinic
9. Maintains supply standards as directed by nursing staff or appropriate supervisor.
10. Adheres to infection control procedures as outlined in the Infection Control Manual.

11. Adheres to the Ambulatory Services policy and procedures for the cleaning, disinfecting and sterilizing of equipment.

12. Participates in various QI and Customer Service initiatives such as wait time studies, outcome data collection from procedures, etc.
13. Takes initiative, recognizes work needing to be done or acted upon within scope of role and workflows without being told to do so.

100%

OTHER FUNCTIONS AND RESPONSIBILITIES

• Performs other duties as assigned.

REQUIRED QUALIFICATION

• Certification from an approved Medical Assistant program; or equivalent combination of training and experience.
• Knowledge and abilities essential to the successful performance of the duties assigned to the position.
• Current American Heart Association CPR Certification
• Minimum of 1 year of recent experience working in a busy health care environment.
• Familiarity with insurance verification and authorizations
• Ability to sit at a computer terminal for extended periods of time, with no restrictions for keyboarding.
• Strong computer skills, including basic keyboarding skills, and experience and ability to work effectively in Word, Outlook and Excel. Enhanced skills including ability to proficiently learn enhanced features and work in multiple EMR systems such as EPIC/ APeX, Aria and other clinical tools.
• Ability to prioritize and work efficiently with multiple forms of patient & provider communication including email, fax and phone system.
• Excellent organizational and problem-solving skills.
• Excellent verbal skills.
• Excellent interpersonal skills
• Strong writing skills to include the ability to compose basic office communications.
• Ability to deal sensitively and effectively with patients.
• Ability to communicate effectively and efficiently with team physicians and referring physicians

• Able to meet physical requirements.

REQUIRED LICENSES/CERTIFICATIONS

• Current American Heart Association CPR certification

• CPT-1 Certification required for Primary Care departments

About UCSF
The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only cam

Required

Preferred

Job Industries

• Other