Wooster Heart Group Medical Assistant

MEDICAL ASSISTANT

Bloomington Medical Services

Job Summary

The Medical Assistant supports the physicians, Advanced Practice Providers (APPs), and clinical operations of Wooster Heart Group by providing efficient, accurate, and patient-centered clinical and administrative support. This position plays an integral role in maintaining daily patient flow and ensuring timely communication among patients, providers, and other members of the healthcare team.

The Medical Assistant is expected to manage multiple responsibilities throughout the workday, including routinely supporting and rooming patients for two APPs, responding to patient telephone calls, managing clinical messages, communicating provider instructions to patients, coordinating the daily EKG schedule, and assisting with other clinical and administrative responsibilities as needed.

The Medical Assistant must demonstrate strong organizational and communication skills, sound judgment within the scope of the position, attention to detail, and the ability to appropriately prioritize competing responsibilities in a fast-paced cardiology practice.

Reports To

The Medical Assistant reports to the Practice Manager.

Essential Functions

Clinical Responsibilities

The Medical Assistant provides direct clinical support to physicians and APPs and assists in maintaining efficient patient flow throughout the practice.

Essential clinical responsibilities include:

• Routinely room patients for two APPs while maintaining efficient and timely patient flow.

• Prepare patients for examinations and cardiology visits.

• Obtain and accurately document vital signs.

• Obtain and update pertinent medical and surgical histories.

• Review and update medication lists, allergies, and other required clinical information.

• Identify information needed for the patient's visit and communicate pertinent concerns to the provider.

• Prepare examination rooms and ensure necessary supplies and equipment are available.

• Assist physicians and APPs during examinations and procedures as appropriate.

• Explain procedures, testing instructions, and provider-directed information to patients within the scope of the Medical Assistant role.

• Perform EKGs as ordered and ensure results are appropriately documented and available for provider review.

• Coordinate and manage the daily EKG schedule, including monitoring scheduled patients, facilitating patient flow, and communicating delays or concerns when necessary.

• Perform other clinical procedures and testing within the Medical Assistant's training, competency, and authorized scope of practice.

• Administer medications as permitted by organizational policy, applicable law, and provider direction.

• Perform phlebotomy when required and when appropriately trained and competent.

• Remove sutures or perform other minor clinical procedures when appropriately trained and directed.

• Maintain appropriate infection prevention practices and clean or prepare equipment and examination areas according to organizational standards.

• Monitor clinical supplies and communicate or address supply needs appropriately.

• Recognize urgent or potentially emergent patient concerns and promptly notify the appropriate licensed clinical staff or provider.

• Provide clinical coverage and assistance to other members of the Wooster Heart Group team as operational needs require.

Patient Communication and Telephone Responsibilities

Patient communication is a significant responsibility of this position. The Medical Assistant is expected to manage telephone and electronic communication accurately, professionally, and in a timely manner.

Responsibilities include:

• Answer incoming patient and clinical telephone calls.

• Obtain sufficient and accurate information to determine the purpose and urgency of the patient's call.

• Document patient telephone encounters and messages accurately in the electronic medical record.

• Route clinical questions and concerns to the appropriate provider or licensed clinical staff when the request is outside the Medical Assistant's scope or requires clinical decision-making.

• Deliver patient messages to physicians, APPs, and other appropriate clinical staff in a timely manner.

• Make outgoing patient telephone calls as directed by physicians, APPs, or other authorized clinical staff.

• Communicate provider instructions, test information, and other approved information accurately to patients.

• Ensure provider responses and patient communications are appropriately documented.

• Follow through on assigned messages and communications to help ensure patient needs are addressed and the communication loop is completed.

• Escalate urgent patient concerns promptly rather than allowing them to remain in routine message workflows.

• Maintain professional and courteous communication with patients, families, providers, coworkers, and outside healthcare organizations.

Cardiology Practice Responsibilities

As a Medical Assistant working within a cardiology practice, the employee is expected to develop and maintain knowledge appropriate to the specialty and the needs of the patient population.

Responsibilities include:

• Develop familiarity with common cardiovascular diagnoses, terminology, medications, testing, and procedures relevant to the Medical Assistant role.

• Support physicians and APPs with cardiology-specific clinical workflows.

• Assist with coordination of ordered laboratory testing, diagnostic testing, imaging studies, and other services as directed.

• Provide patients with provider-approved instructions related to scheduled testing and follow-up care.

• Monitor assigned work queues, messages, tasks, or other electronic workflows and address assigned items in a timely manner.

• Maintain accurate and timely documentation within the electronic medical record.

• Identify missing or incomplete information that may affect the patient's visit and take appropriate action within the responsibilities of the position.

• Work collaboratively with clinical, clerical, nursing, and provider staff to maintain continuity of care and efficient practice operations.

Administrative Responsibilities

The Medical Assistant also provides administrative support necessary for the effective operation of the medical practice.

Responsibilities may include:

• Maintain confidentiality and protect patient health information in accordance with HIPAA, organizational policies, and applicable regulations.

• Update patient records accurately and timely.

• Follow up on patient visits and provider-directed tasks as assigned.

• Assist with scheduling patient appointments, testing, procedures, or follow-up care when required.

• Assist with obtaining prior authorizations or pre-certifications as assigned.

• Review assigned patient portal messages and route or respond to messages within the employee's authorized scope.

• Process provider orders for laboratory testing, imaging, or other diagnostic services as directed and according to established workflows.

• Maintain inventory and assist with ordering clinical supplies.

• Complete assigned documentation, data entry, scanning, filing, and other administrative functions.

• Handle correspondence and records according to established organizational procedures.

• Assist with additional administrative responsibilities necessary to support practice operations.

General Office and Team Responsibilities

The Medical Assistant is expected to contribute to the overall operation of Wooster Heart Group and function as an active member of the practice team.

The employee is expected to:

• Answer telephones professionally and assist or appropriately direct callers.

• Greet and assist patients when necessary.

• Demonstrate flexibility when staffing, schedules, patient volumes, or practice needs change.

• Provide appropriate cross-coverage for other clinical staff when needed.

• Communicate effectively with coworkers regarding patient care needs and workflow.

• Prioritize responsibilities based on patient needs, urgency, provider needs, and practice workflow.

• Complete assigned responsibilities without requiring repeated reminders or follow-up.

• Maintain assigned work areas in an organized and professional manner.

• Demonstrate dependable attendance and punctuality consistent with organizational policy.

• Follow established policies, procedures, workflows, and standards of conduct.

• Participate in required education, competencies, meetings, and training.

• Accept feedback and demonstrate a willingness to improve performance and adapt to changes in practice operations.

• Maintain professional behavior and contribute to a respectful, collaborative work environment.

• Perform other duties as assigned that are consistent with the responsibilities and needs of the position.

Performance Expectations

Successful performance in this position requires the Medical Assistant to demonstrate:

• Organization and prioritization: Effectively manages competing clinical, telephone, messaging, and administrative responsibilities throughout the workday.

• Efficiency: Maintains appropriate patient flow while routinely supporting two APPs and completing other assigned responsibilities.

• Accountability: Takes ownership of assigned tasks and follows them through to completion.

• Accuracy: Maintains accurate patient information, documentation, messages, and clinical records.

• Timeliness: Responds to patient, provider, and practice needs within appropriate timeframes and communicates when a task cannot be completed as expected.

• Communication: Provides clear, professional, and respectful communication with patients, providers, coworkers, and other departments.

• Patient service: Responds appropriately to patient needs and contributes to a positive patient experience.

• Teamwork: Assists coworkers and adapts to changing practice needs while maintaining responsibility for assigned work.

• Initiative: Recognizes routine work that needs to be completed and takes appropriate action without requiring continual direction.

• Professional judgment: Recognizes the limits of the Medical Assistant role and appropriately escalates clinical questions, urgent concerns, or matters requiring licensed clinical judgment.

• Confidentiality: Protects patient and organizational information at all times.

• Adaptability: Maintains composure and productivity during changes in patient volume, staffing, provider schedules, and other unexpected circumstances.

Required Skills and Qualifications

The Medical Assistant must possess a flexible skill set and demonstrate the ability to function effectively in a busy specialty practice.

Qualifications and skills include:

• Formal education from an accredited Medical Assistant school or Medical Assistant training program; certification preferred.

• Ability to effectively manage multiple responsibilities and changing priorities.

• Strong organizational and time-management skills.

• Effective verbal and written communication skills.

• Ability to interact professionally with patients, families, providers, and coworkers with varying personalities and needs.

• Ability to work independently while recognizing when assistance or clinical escalation is necessary.

• Ability to understand and apply medical terminology and clinical concepts relevant to assigned responsibilities.

• Ability to learn cardiology-specific terminology, workflows, testing, and procedures applicable to the position.

• Ability to use the electronic medical record and other required computer systems accurately and efficiently.

• Commitment to maintaining patient confidentiality and adhering to organizational policies and procedures.

• Demonstrated reliability, professionalism, teamwork, and accountability.

Employee Statement of Understanding

I understand that this document is intended to describe the general nature and level of work performed by an employee assigned to this position. The statements contained within this job description are not intended to constitute an exhaustive list of all responsibilities, duties, skills, or performance expectations required of personnel so classified.

I understand that responsibilities may be modified or additional duties may be assigned based upon patient care needs, staffing, provider needs, operational requirements, or changes in organization and/or practice workflow.

I further understand that I am responsible for performing duties within the scope of my training, demonstrated competency, organizational policy, and applicable laws and regulations, and for seeking guidance when a task or clinical concern is outside of that scope.

Full-time, Monday through Friday, 8:00 a.m. to 4:30 p.m. No regularly scheduled weekends or holidays.
Budgeted Hours: 40 hours per week (1.0 FTE)
That is 8 paid hours per day × 5 days = 40 hours/week.