Description

The Front Office Back Office MA plays a vital role in ensuring the smooth operation of the Health Center by providing essential administrative and clerical support. This position involves responding to patient and provider inquiries with professionalism and efficiency, scheduling appointments, verifying patient information, and collecting and accurately recording data. They also play a key role in delivering efficient and high-quality patient care through a blend of administrative and clinical responsibilities. This position combines essential administrative support with hands-on clinical assistance to ensure seamless operation within the Health Center. Front Office Back Office MA will manage patient inquiries, coordinate appointments, assist with clinical procedures, and support both healthcare providers and patients. Strong communication, organizational skills, and attention to detail are crucial for success in this multifaceted role. The following statements for this position reflect only some specific responsibilities and are considered necessary to describe the principal functions of the job as identified and shall not be considered a detailed description of all duties required that may be inherent in the position:

• Works cooperatively with any triage nurse to assure that the clinician sees patients as quickly as possible.
• Accurately schedules for assigned clinicians, ensuring that schedule reflects appropriate clinician and effective use of clinical hours.
• Monitors no-shows/cancellations for available slots where walk-ins or add-ons can be placed.
• Pre-registers all patients for assigned clinicians, asking and recording answers to all pre-registration questions and deletes the day’s cancellations from the computer.
• Greets patients and visitors in a prompt, courteous, and helpful manner.
• Attaches all appropriate paperwork such as financial assistance forms and POS reports to encounter forms and valuate financial status of all patients.
• Performs financial transactions at the time of the visit, including collecting all co-payments and keeping record of unpaid amounts.
• Assists patients in obtaining records from other facilities, including getting appropriate signatures on medical records release forms.
• Performs financial transactions at the time of the visit, including collecting all co-payments and keeping record of unpaid amounts.
• Accurately closes the day and balances cash bag.
• Answers telephones, handling calls as needed and taking messages when appropriate.
• Maintains appropriate boundaries concerning medical advice, patient triage and priority of communication to clinicians; refers calls to the triage nurse for all issues outside of routine appointments, refill requests or test result messages.
• Determine patient eligibility for appropriate programs.
• Follow up on all pending applications to ensure enrollment process is completed.
• Fosters an environment that promotes trust and cooperation among all staff of STP.
• Enforces clinic policies and procedures to ensure that the principles of STP are implemented.
• Maintains confidentiality of all patient and employee information to all except designated employees.
• Participates in all mandatory STP meetings and training sessions, as well as any additional assigned training programs.
• Participates in customer service related issues. Adheres to the following customer service values created for STP.
• Communicates frequently with the clinical team regarding patient requests, scheduling issues or other aspects of duties.
• Effectively maintains and protects the confidentiality of all medical records and patient information as well as assist patients with enrollment applications.
• Maintain accuracy of patient demographics and financial information in PMS.
• Prepares the exam room and work station for clinician; cleans and stocks rooms in between patients.
• Participates in the morning huddle according to predefined huddle criteria to prepare the chart for the clinician.
• Performs data collection for assessment purposes under the direction of an RN or clinician.
• Assumes responsibility for and delegates daily tasks as delineated in “Responsibility for Daily Tasks Summary”.
• Prepares the patient and assists the clinician with exams and procedures when needed.
• Administers injections and diagnostic test/referrals as ordered, including immunizations, completing lab and x-ray requisitions and other services ordered by the clinician.
• Documents all immunizations according to standards and reports any safety hazards.
• Performs diagnostic and laboratory tests including but not limited to audiometry, EKG, spirometry, urine dips, acu-check, urine HCG, hemocue hemoglobin, etc. according to STP competency standards.
• Performs age appropriate screening as needed or as directed by clinician.
• Performs end of shift tasks for room closure and equipment.
• Assures efficient patient flow by ongoing assessment of clinician schedule, and working with other staff to minimize patient waiting time.
• Follows STP standards for Universal Precautions when working with potentially infectious materials (blood or body fluids).
• Works cooperatively with any triage nurse to assure that the clinician sees patients as quickly as possible and alerts supervisor or designated person to needed supplies/equipment. 
• Comply with all safety, emergency, hazard, OSHA, sterilization, clinical, quality assurance, and administrative protocols, guidelines, and standards.
• Adhere to HIPAA regulations and other relevant laws to protect patient privacy and confidentiality in all communications.
• Perform other duties as assigned by the executive leadership and administration.

Requirements

• Current Medical Assistant certification
• Basic Life Support (BLS) Certificate
• 1 year front and back office experience, preferred
• Electronic Medical Record system experience 
• Basic knowledge of medical terminology preferred 
• High school diploma required or equivalent
• Electronic Medical Record system experience preferred  (ECW preferred)
• Experience working with patient registration procedures

Language Requirements

• Spanish speaking required