Medical Assistant

Job Title: Medical Assistant


Job Type: PRN

Job Location: Travel to site locations: Plano, Keller, Southlake, Willow Park, etc.

Department: Nursing - Clinical Services

Reports to: Director of Nursing

Position Summary

The Medical Assistant (MA) supports the delivery of safe, efficient, and patient-centered care within the Partial Hospitalization Program (PHP), Intensive Outpatient Program (IOP), and Medication Management. The MA supports nursing and medical services across assigned locations and assists with routine clinical and administrative functions, patient monitoring, medication refill coordination, prior authorizations, laboratory services, Spravato treatment workflow, infection prevention activities, clinical documentation, coordination of care, and maintenance of a safe treatment environment.

The Medical Assistant works collaboratively with nursing, medical providers, therapists, pharmacies, laboratories, insurance companies, and other members of the interdisciplinary treatment team. The MA performs duties consistent with organizational policy, demonstrated competency, applicable training, and federal and state requirements.
This position requires flexibility and the ability to travel between assigned PHP/IOP facilities and other organizational locations as needed to support patient care, staffing, and operational needs. The Medical Assistant does not independently perform nursing assessments, make clinical diagnoses, develop nursing care plans, or perform functions requiring the professional judgment of a licensed nurse or prescribing provider.

Essential Duties and Responsibilities

Patient Care and Clinical Support
• Obtain and accurately document vital signs, including blood pressure, pulse, respirations, temperature, oxygen saturation, height, and weight.
• Obtain other routine measurements as ordered or directed, consistent with training and organizational policy.
• Assist nursing staff and medical providers with patient care activities and prepare patients for evaluation.
• Collect and document patient-reported information using organization-approved forms and screening tools when permitted.
• Assist with routine clinical data collection for nursing and medical assessments within authorized scope.
• Recognize abnormal findings or changes in a patient's condition and promptly report them to the appropriate licensed clinician.
• Assist with collection of urine and other specimens when appropriately trained and authorized.
• Perform point-of-care testing permitted by organizational policy, applicable CLIA requirements, training, and demonstrated competency.
• Assist with pregnancy testing, urine drug screening, blood glucose testing, or other approved waived testing when applicable.
• Maintain patient privacy, dignity, confidentiality, and appropriate professional boundaries.
• Provide non-clinical reinforcement of patient education previously provided by a licensed clinician.

Medication Refills and Medication Coordination
• Receive and process patient medication refill requests.
• Review the electronic health record for relevant medication information and route refill requests to the appropriate prescribing provider for authorization.
• Communicate with pharmacies regarding refill status, prescription clarification requests, and other medication-related administrative needs.
• Communicate with patients regarding the status of medication refill requests as appropriate.
• Track outstanding refill requests and follow up with providers and pharmacies to facilitate timely completion.
• Identify refill requests requiring clinical review and promptly escalate them to the RN or prescribing provider.
• Obtain and document medication information for review and verification by licensed clinical staff.
• Assist with medication reconciliation processes by collecting information for review by licensed personnel.
• Maintain medication storage areas and assist with routine inventory and expiration-date checks as assigned.
• Immediately report medication discrepancies, suspected adverse reactions, or patient medication concerns to a licensed nurse or medical provider.
• Document medication refill communications and actions accurately in the EHR.
• Perform only medication-related tasks specifically permitted by applicable law, organizational policy, training, competency, and required supervision.
• Do not independently authorize, modify, discontinue, or determine the clinical appropriateness of medications.

Prior Authorizations
• Initiate and process medication prior authorization requests.
• Obtain necessary clinical documentation from the medical record to support prior authorization submissions.
• Submit prior authorization requests through payer portals, electronic systems, pharmacies, or other approved methods.
• Communicate with insurance companies, pharmacies, providers, and patients regarding authorization status.
• Track pending prior authorizations and complete appropriate follow-up.
• Assist with obtaining additional documentation requested by insurance companies.
• Communicate denials or requests requiring clinical decision-making to the prescribing provider or RN.
• Document prior authorization activities and outcomes in the EHR.

Laboratory and Specimen Support
• Coordinate laboratory orders and specimen collection as directed by licensed clinical staff.
• Perform or assist with specimen collection within demonstrated competency and authorized scope.
• Verify required patient identifiers before specimen collection or point-of-care testing.
• Properly label, store, and prepare specimens for laboratory pickup, transport, or processing.
• Monitor outstanding laboratory orders and assist with obtaining results.
• Route laboratory results to the appropriate provider or licensed nurse for clinical review.
• Immediately escalate critical, abnormal, or otherwise concerning laboratory results according to organizational policy.
• Assist with point-of-care testing permitted by organizational policy and applicable CLIA requirements.
• Maintain laboratory supplies and monitor expiration dates and package integrity.
• Communicate with contracted laboratories regarding missing specimens, rejected specimens, delayed results, or other laboratory concerns.
• Follow established procedures for specimen handling and chain of custody when applicable.
• Follow bloodborne pathogen, exposure-control, and infection-prevention procedures.

Spravato Treatment Support and Assessment
• Assist with the coordination and preparation of patients receiving Spravato (esketamine) treatment.
• Complete assigned portions of the organization's Spravato pre-treatment assessment and workflow within the Medical Assistant's training, competency, and authorized scope.
• Obtain and document objective information such as vital signs, medication information, treatment history, and other required data.
• Assist with pre-treatment and post-treatment vital signs and monitoring as directed.
• Document observations and required treatment information in the EHR.
• Immediately report abnormal vital signs, changes in level of consciousness, excessive sedation, dissociation, nausea/vomiting, respiratory concerns, or other changes in condition to the RN or prescribing provider.
• Assist with maintaining required Spravato documentation and treatment records.
• Support compliance with applicable Spravato REMS requirements and organizational procedures.
• Assist with treatment-room preparation, supplies, patient flow, and required treatment-day processes.
• Remain knowledgeable regarding emergency procedures associated with Spravato treatment.
• Do not independently determine patient eligibility for treatment, medical stability, readiness for discharge, or make clinical decisions requiring licensed nursing or provider judgment.

Infection Prevention and Safety
• Perform hand hygiene and follow Standard Precautions and Transmission-Based Precautions as applicable.
• Clean and disinfect patient-care equipment according to organizational policy and manufacturer instructions.
• Assist with monitoring infection prevention supplies, including gloves, masks, disinfectants, and hand-hygiene products.
• Monitor clinical supplies for expiration dates and package integrity.
• Immediately report potential infectious exposures, employee or patient exposures, and infection-control concerns according to organizational policy.
• Participate in infection prevention education, surveillance activities, audits, and corrective actions as assigned.
• Follow OSHA Bloodborne Pathogens requirements and organizational exposure-control procedures.
• Maintain a clean, organized, and safe clinical environment.

Emergency Preparedness
• Maintain current Basic Life Support (BLS)/CPR certification as required by the organization.
• Recognize signs and symptoms requiring immediate nursing or medical evaluation and promptly escalate concerns.
• Assist licensed staff during medical emergencies within training and competency.
• Know the location of emergency equipment, including AEDs, emergency supplies, oxygen, and bag-valve-mask equipment.
• Participate in emergency drills and required safety training.
• Assist with routine emergency equipment checks as assigned.
• Immediately notify licensed clinical staff of patient falls, injuries, altered mental status, significant changes in vital signs, suspected overdose, medication reactions, or other acute medical concerns.

Behavioral Health Environment
• Maintain a calm, respectful, trauma-informed, and therapeutic approach when interacting with patients.
• Observe for changes in patient behavior or condition and promptly communicate concerns to licensed clinical staff.
• Immediately report statements or behaviors suggesting potential self-harm, suicide, violence, elopement, intoxication, withdrawal, or other safety concerns.
• Follow established procedures for patient belongings, prohibited items, contraband, and environmental safety.
• Participate in de-escalation and crisis-prevention training as required.
• Maintain appropriate professional boundaries with patients and families.
• Support the therapeutic environment without independently providing psychotherapy or behavioral health counseling.

Documentation and Communication
• Accurately document tasks performed in the electronic health record (EHR) according to organizational policy.
• Complete documentation contemporaneously and within required timeframes.
• Maintain confidentiality in accordance with HIPAA and organizational requirements.
• Communicate abnormal findings and patient concerns promptly to the appropriate licensed clinician.
• Communicate effectively with nurses, providers, pharmacies, laboratories, insurance companies, patients, families, and other members of the treatment team as appropriate.
• Monitor assigned work queues, refill requests, prior authorizations, laboratory requests, and other clinical tasks to promote timely completion.
• Participate in team meetings, huddles, training, and other clinical activities as assigned.

Travel and Multi-Site Coverage
• Travel to PHP/IOP facilities and other organizational locations as needed to support clinical operations.
• Provide temporary or scheduled coverage at other locations based on patient-care, staffing, and operational needs.
• Transport approved clinical supplies or equipment between locations when assigned and consistent with organizational policy.
• Maintain reliable transportation and the ability to travel between facilities as required for the position.
• Demonstrate flexibility regarding work location based on organizational needs.

Quality and Regulatory Compliance
• Follow organizational policies and procedures and applicable federal, state, accreditation, and licensing requirements.
• Participate in competency validation, annual education, infection-control activities, and quality-improvement initiatives.
• Report patient safety events, near misses, medication concerns, specimen errors, and other incidents according to organizational policy.
• Participate in regulatory and accreditation readiness activities as assigned.
• Maintain required licenses, certifications, registrations, and competencies applicable to the position.
• Demonstrate compliance with patient rights, confidentiality, infection prevention, workplace safety, and emergency preparedness requirements.

Minimum Qualifications
• High school diploma or GED required.
• Completion of an accredited or recognized Medical Assistant training program preferred.
• Certified Medical Assistant (CMA), Registered Medical Assistant (RMA), or equivalent credential preferred or required according to organizational policy.
• Current BLS/CPR certification required or obtained within the timeframe established by the organization.
• Previous experience in behavioral health, psychiatry, substance use treatment, outpatient care, or another healthcare environment preferred.
• Experience with medication refill processing and prior authorizations preferred.
• Experience with laboratory procedures and specimen handling preferred.
• Experience with electronic health records preferred.
• Must possess reliable transportation and be able to travel between assigned locations as needed.

Required Knowledge and Competencies
• Obtaining and documenting vital signs and routine clinical data.
• Recognizing and reporting abnormal findings.
• Medication refill coordination.
• Medication prior authorization processes.
• Laboratory specimen collection and handling, when applicable.
• Point-of-care testing, when applicable.
• Spravato treatment workflow, assigned assessment components, and monitoring responsibilities.
• Infection prevention and Standard Precautions.
• Bloodborne pathogen precautions.
• Emergency response procedures.
• HIPAA and patient confidentiality.
• Behavioral health safety principles.
• Therapeutic communication and professional boundaries.
• Accurate EHR documentation.
• Effective interdisciplinary communication.
• Communication with patients, providers, pharmacies, laboratories, and payers.
• Recognition and escalation of abnormal clinical findings.
• Maintaining appropriate scope-of-practice boundaries.

Scope of Practice
The Medical Assistant performs delegated clinical and administrative functions within the individual's education, training, demonstrated competency, organizational policies, applicable laws and regulations, and required level of supervision. The Medical Assistant provides administrative and clinical support but does not replace the Registered Nurse or prescribing provider.

The Medical Assistant may not independently:
• Perform comprehensive nursing assessments.
• Make nursing or medical diagnoses.
• Independently evaluate a patient's medical or psychiatric condition.
• Independently triage patients or determine the appropriate level of care.
• Independently interpret clinical findings.
• Determine whether a medication should be started, stopped, changed, administered, or withheld when clinical judgment is required.
• Authorize prescription refills.
• Modify medication or treatment orders.
• Interpret laboratory results or independently communicate a medical interpretation to a patient.
• Determine whether a patient is medically appropriate to receive Spravato.
• Determine whether a Spravato patient is clinically stable or appropriate for discharge.
• Develop or modify a nursing plan of care.
• Provide independent patient education requiring nursing or medical judgment.
• Determine whether a patient is medically stable or appropriate for continued PHP/IOP treatment.
• Perform other activities requiring the professional judgment of an RN, APRN, physician, or other licensed healthcare professional.
Clinical concerns outside the Medical Assistant's authorized scope must be promptly escalated to the RN, prescribing provider, or other appropriate licensed clinician.

Physical Requirements
• Ability to stand, walk, bend, and perform routine clinical duties throughout the workday.
• Ability to assist with emergency response activities within the requirements of the position.
• Ability to safely operate routine clinical equipment.
• Ability to lift or move supplies and equipment consistent with organizational requirements.
• Ability to travel between assigned facilities as required.
• Reasonable accommodations will be provided in accordance with applicable law.

Professional Expectations
The Medical Assistant is expected to demonstrate professionalism, reliability, flexibility, teamwork, accountability, and respect in all interactions. The employee must maintain appropriate boundaries, protect patient confidentiality, communicate concerns promptly, prioritize multiple responsibilities, respond to changing clinical needs, travel between locations when necessary, and support a culture of patient safety and continuous quality improvement.

Employee Acknowledgment
I acknowledge that I have reviewed and understand the responsibilities and expectations described in this job description. I understand that this description is not intended to contain every responsibility that may be assigned and that duties may be modified based on organizational needs, provided assigned duties remain consistent with applicable requirements, organizational policy, training, competency, and authorized scope of practice.