Medical Assistant

MEDICAL ASSISTANT
JOB DESCRIPTION

Position Title

Medical Assistant

Department

Medical

Organization

Advanced Pain Management (APM)

Location

APM Clinic Locations

Reports To

Medical Assistant Supervisor

Employment Status

Full Time


FLSA Status

Effective Date

08/10/2026

POSITION SUMMARY

The Medical Assistant (MA) supports safe, efficient, patient-centered clinic operations by managing patient intake, assisting providers, coordinating post-visit needs, maintaining accurate clinical documentation, preparing charts, supporting urine drug screen workflows, and completing assigned clerical and operational tasks. The MA is an integral part of the Advanced Pain Management care team and is expected to promote consistency, quality care, timely communication, and effective workflow throughout the clinic.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Patient Intake and Rooming
• Greet patients and escort them to the exam room promptly; confirm patient identity before beginning intake.
• Obtain and accurately document vital signs, height, and weight in Intergy.
• Verify and update patient history as submitted through Health Assyst.
• Confirm and document allergies and reconcile the current medication list.
• Confirm that required medications are available on-site for pill counts when applicable.
• Input patient "How Do You Feel" forms and new-patient paperwork into the appropriate system when required.
• Notify the provider when the patient is ready and remain alert to room flags or other clinic signals identifying patient needs.

2. Provider and Procedure Support
• Assist providers during patient evaluations and clinical care as needed.
• Prepare supplies for trigger point injections and Toradol injections.
• Assist with ultrasound-guided injections and perform ultrasound-related tasks when needed.
• Be available to assist with procedures, injections, and documentation as directed by the provider.
• Document administered Toradol, Zofran, and B12 injections, including medication/dose, route/site, lot number, expiration date, and administering MA.
• Draft simple patient notes, such as work or school excuse notes, when requested by the provider; route the note to the provider for review and signature.

3. Urine Drug Screen (UDS) and Lab Support
• Support urine drug screen collection by calling the patient back and providing the collection cup when a specimen is needed.
• Coordinate with the UDS technician regarding preliminary results and required patient/specimen information.
• Complete and provide the UDS schedule to the technician before the end of the day.
• Scan and file UDS preliminary and final reports in the patient chart.
• Maintain cleanliness, organization, and safety in the lab area, including appropriate biohazard disposal and chemical handling.
• Follow the clinic's OSHA Compliance Lab Book for site-specific lab safety and maintenance procedures.

4. Post-Visit Coordination
• Check patients out following appointments.
• Schedule follow-up visits, imaging, and laboratory appointments as instructed by the provider.
• Initiate and send new or updated referrals immediately following the visit using the designated referral workflow.
• Document completed post-visit actions in the EMR.

5. Chart Preparation and Medical Record Management
• Review and prepare patient charts in advance of scheduled appointments (generally 2-3 days ahead, consistent with clinic workflow).
• Verify the appointment reason and relevant medical history.
• Confirm that required documentation, imaging, labs, specialist notes, prior notes, insurance verification, and authorizations are current and available.
• Flag missing or incomplete documentation for appropriate follow-up.
• Save MRI reports, PCP notes, physical therapy notes, and other incoming clinical records to the patient chart.
• When an MRI report is uploaded, task the provider so the report is available for review.
• If an MRI report is missing, contact the imaging facility to obtain it.
• If the provider requests an MRI review visit, contact the patient and schedule the appointment.
• When an MRI report must be sent to a PCP, fax the report with the required cover sheet and scan the completed cover sheet into the patient chart.
• Complete assigned scanning and filing, including UDS reports, prescription refill documents, AMG requests, Hanger prescriptions, and Preferred Homecare requests.

6. Patient Communication and Clerical Support
• Review and respond to assigned voicemails and patient messages; document the patient's concern, question, or request accurately.
• Return patient calls by the end of the day whenever possible and do not leave a patient waiting overnight without communication.
• If a provider is unavailable, update the patient regarding when follow-up can be expected.
• Make more than one contact attempt before closing a patient communication task when the patient has not been reached.
• Answer patient questions within the MA role and route clinical questions or concerns to the provider when needed.
• Review assigned faxes and process documents promptly.
• Fax prescriptions as directed and update the patient medication list accordingly.

7. Clinic Readiness, Infection Control, and Safety
• Keep exam rooms clean, organized, properly stocked, and ready for patient care.
• Clean and disinfect exam rooms between patients, including high-touch surfaces, chairs, tables, and equipment, using approved supplies.
• Clean and maintain tools and instruments according to sterilization protocols and manufacturer instructions.
• Restock rooms and supplies throughout the day and again as part of end-of-day closeout.
• Follow clinic protocols for infection control, patient safety, HIPAA, privacy, and lab safety.

8. Schedule Monitoring and Workflow Coordination
• Clock in and review the daily schedule at the start of the shift.
• Monitor the schedule for same-day add-ons and adjust chart preparation and rooming workflows as needed.
• Communicate schedule changes promptly with the front office and providers.
• Complete pharmacy boards two days in advance.
• Provide clear handoff communication to the next-day team when follow-up remains outstanding.

9. Documentation, Logs, and Quality Control
• Ensure documentation is accurate, timely, and complete before the end of the day.
• Maintain required daily, weekly, and monthly logs; update assigned logs on the first of each month.
• Support weekly review of pill counts and medication logs.
• Participate in monthly random chart audits and address documentation issues identified through quality review.
• Report patient concerns, unusual findings, operational issues, or safety concerns to the provider or supervisor promptly.

10. Teamwork and Professional Standards
• Maintain professional, respectful, and empathetic communication with patients, providers, and staff.
• Work collaboratively across clinic locations and departments to support efficient operations and continuity of care.
• Attend required staff meetings and training sessions.
• Follow established clinic workflows, policies, and procedures and contribute suggestions that may improve workflow and patient care.

SYSTEMS AND TOOLS
• Intergy EMR - patient vitals, clinical documentation, medication updates, and chart documentation.
• Health Assyst - verification of patient-submitted intake and medical history.
• Secure internal communication and phone systems - communication with providers, front office, and support staff.
• Clinic fax, scanning, referral, and scheduling systems used for patient-care coordination.

QUALIFICATIONS / REQUIREMENTS

The source documents provided do not define minimum education, certification, experience, physical requirements, or other HR qualification standards. These requirements should be added by Human Resources and clinical leadership before final publication.