Medical Office Assistant

Summary:

Under direct supervision of the of providers will be responsible for ordering and coordinating specialty procedures, high-tech testing, general testing, and labs and referrals for ongoing care and treatment. This includes care coordination with other specialists when scheduling high risk procedures. Educates patients and families about testing and procedures and assists with navigation through procedure processes.

The expectations outlined in this job description may vary slightly depending on the cardiology specialty in which you are assigned.

Responsibilities:

(40%)* Responsible for scheduling cardiology and electrophysiology procedures which are unique to this department as they are not performed by providers in any other MyMichigan Medical Group (MMG) clinic. This includes complex and high-risk procedures that require coordination with other specialists, i.e., cardiovascular surgeons, and/or equipment representatives for specific procedures, i.e., ablations, device insertion/extractions, mitral clips, TAVR, etc. who need to be present during such procedures. Procedures performed by Midland cardiologists and electrophysiologists at MyMichigan Medical Center Alma, MyMichigan Medical Center Midland, and MyMichigan Medical Center West Branch are scheduled from orders placed by providers within the department, along with providers from other regions including Alma, Clare, West Branch, Sault Sainte Marie, and independent providers. Procedure scheduling is a comprehensive task that includes coordination of care and assuring orders and specific details are entered into the Epic and placing pertinent information on providers Outlook calendar (note: no PHI placed on providers Outlook calendar).

Assist patients with navigation through procedure process that includes informing them about expectations of the procedure along with pre and post procedure testing and lab needs. Responsible for educating patients and families about medical conditions, individual care plans, treatment, and medication instructions. Coordinates and schedules appointments pre and post procedure and monitors patients compliance of treatment plan.

(40%)* Schedules normal and high-tech testing unique to cardiology and electrophysiology patients; scheduling of such procedures is done for orders placed by MMG cardiologists, MMG electrophysiologists, MMG providers outside of the department and independent providers. This requires in-depth knowledge of specific testing pertinent to respective cardiology and electrophysiology procedures.

(10%)* Responsible for review of providers comprehensive operation schedule for accuracy. This includes assuring that providers are scheduled appropriately and there is coverage in the areas of invasive imaging lab, respective medical centers, heart station (test interpretation), Midland clinics and (10) outreach clinics. This includes accounting for key providers to be scheduled during structural heart procedures, complex EP procedures, and call is covered 24/7/365 in Midland, and availability for call coverage in the Central region where the Midland cardiologists participate in call rotation.

(10%)* Responsible for creating, updating, and ordering procedure forms that are necessary to assure all aspects of care is appropriately coordinated for normal/high-risk procedures and normal/high-tech testing due to the comprehensive nature of scheduling such procedures/tests. This includes working with the MMG Forms Committee for approval of implementing new forms and updating existing forms.

OTHER DUTIES AND RESPONSIBILITIES:

Manage providers daily schedule in Epic and Outlook (clinic days/location/call).

Creates and manage providers schedule templates in Epic.

Provide coverage for front office team members for patient check out and answering incoming calls when needed.

Manage EPIC work queues.

Routinely schedules structural heart procedures including pre-procedure testing/labs.

Backs-up for Scheduling Coordinator as needed.

Enters physicians schedules in Telmediq.

Maintain and update spreadsheet used for test interpretation billing from non-MyMichigan facilities.

Create, maintain, and update provider preferences for over 30 providers that include cardiologists, electrophysiologists, heart failure providers, structural heart providers, and inpatient APPs to processes, facilitate seamless care for patients.

Responsible for managing pre and post procedure lab orders including sending orders to several facilities including MyMichigan and non-MyMichigan facilities (via fax). Assuring results are received and reviewed by providers prior to procedures.

Epic Cadence Super user.

Mentor and resource for cardiology and electrophysiology front office staff for questions.

Assists in maintaining a clean and safe environment for patients and co-workers.

Maintains a high level of confidentiality and ensures patients rights in accordance with proper procedures and in compliance with HIPAA (Health Insurance Portability Accountability Act).

Certifications and Licensures:

BLS - Basic Life Support

Required Equivalent Experience - within 3 months or hire or transfer.

MA CERT - Medical Assistant

Required Equivalent Experience - In conjunction with high school diploma as required by Medicare and Medicaid Services (CMS) to be employed through MyMichigan Medical Group all positions that require clinical access to the Electronic Medical Record, must possess or obtain within 1 year of hire one of the following active certification/licensure:

• Registered Medical Assistant (RMA) through American Medical Technologist (AMT)
• Certified Medical Assistant (CMA) through American Association of Medical Assistants (AAMA)
• OR equivalent Medical Assistant Credential such as (Certified Clinical Medical Assistant CCMA, etc.).
• Medical First Responder, Emergency Medical Tech Basic/Specialist, or Paramedic though the State of Michigan.
• Registered Radiologic Technologist through American Registry of Radiologic Technologists (ARRT).

Required Education:

Education: High School Diploma or GED

Comments: Associates preferred

Other Information:

EXPERIENCE, TRAINING AND SKILLS:

Experience as normally acquired through working in cardiology, electrophysiology, General surgery or related specialty practice.

Knowledge of medical terminology.

A minimum of 3 years in working in a cardiology or cardiology subspecialty medical office and/or a similar specialty practice.

Knowledge of reading, writing, mathematical and computer skills.

PHYSICAL/MENTAL REQUIREMENTS AND TYPICAL WORKING CONDITIONS:

Exposure to stressful situations, including those involving public contact, as well as, trauma, grief and death.

Able to wear personal protective equipment that includes latex materials or appropriate substitute if required for your position.

Is able to move freely about facility with or without an assisted device and must be able to perform the functions of the job as outlined in the job description.

Overall vision and hearing are necessary with or without assisted device(s).

Frequently required to sit/stand/walk for long periods of time. May require frequent postural changes such as stooping, kneeling or crouching.

Some exposure to blood borne pathogens and other potentially infectious material. Must follow MyMichigan Health bloodborne pathogen and TB testing as required.

Ability to handle multiple tasks, get along with others, work independently, regular and predictable attendance and ability to stay awake.

Overall dexterity is required including handling, reaching, grasping, fingering and feeling. May require repetition of these movements on a regular to frequent basis.

Physical Demand Level: Sedentary. Must be able to occasionally (0-33% of the workday) lift or carry 0-10 lbs.

Equivalent Experience and Other Comments (Education):
Other Comments:

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