Medical Assistant Administrator

Pacific Cancer Care has provided superior care for patients for nearly 50 years. We make every patient our priority. We are a family here at PCC, each member of

the team cares deeply, often for a very personal reason, and that means a lot to our patients

Why Join Us? Our team values the work components of every member to create a culture of people helping people and making a difference in our lives and those we serve.

Job Description:

The Medical Assistant Administrator provides essential administrative support in a clinical setting. This role is responsible for monitoring the patient management platform, assisting with disability and medical leave paperwork, and preparing official documentation such as jury duty and embassy letters. The ideal candidate is detail-oriented, organized, and committed to maintaining patient confidentiality and high-quality service.

1. PATIENT MANAGEMENT PLATFORM MONITORING:

• Monitor and manage incoming messages, alerts, and updates via electronic patient management platforms (e.g., ONCO EMR inbox, Navigating Care).
• Triage patient inquiries to the appropriate provider or department.
• Ensure timely updates of patient records, test results, and provider notes.
• Track appointment follow-ups, medication refills, and care plan adherence.

• Complete and process disability forms (e.g., FMLA, short/long-term disability) with accurate clinical information.
• Prepare medical necessity letters for patients as needed.
• Draft and issue jury duty exemption letters based on physician guidance.
• Prepare embassy letters for travel, visa, or consulate documentation.
• Track deadlines and follow up with patients and external agencies as needed

• Schedule patient appointments, referrals, and diagnostic testing.
• Perform basic clinical tasks such as vitals (if required, depending on setting).
• Maintain confidentiality and comply with legal regulations regarding patient information.
• Support providers during chart preparation and follow-up communication.

• Demonstrates knowledge and appropriate use of ONCO EMR

• Access MA inbox to review and respond to messages appropriate. Identifying pertinent personnel and forwarding messages as appropriate.
• Access Patient document section to review written or scanned documents.
• Medical Administration Record (MAR) Document appropriately including: Medication signed by physicians and authorization approved by the billing department, dose check, signing medication orders (start/stop times), patient teaching (comment section), Lot number, expiration date, site injection administered, lab values depending on injection administered. Patient condition/disposition on discharge. Understanding the importance of documentation and signing MAR from the billing perspective. Checking the superbill to ensure that the charges have gone through.
• Ability to navigate patient flowsheet and identify name of injection regimen, specific regimen information (dosing parameters, scheduling, emetic potential and references), Cycle/Day numbers, review previous treatment doses and move orders accordingly
• Ability to schedule follow up appointments and print schedules.
• Ability to record vitals, review medication list and verify smoking status
• Ability to fax documents, print demographics, office notes, lab reports and insurance cards.
• Understanding of the importance of correct diagnosis code ICD-10 and where to find this in the chart.

• Completes Injection Administration Competency Record

• Demonstrates adherence to OSHA requirements
• Demonstrates the ability to remove the injections from vital path machine
• Demonstrates knowledge of the indication for use of individual injection drugs
• Demonstrates knowledge of individual injections side effects, toxicities, reports complications to RN as appropriate.
• Demonstrates knowledge of safe handling and administration of injections.
• Demonstrates knowledge of parameters to treat with l lab values, vitals and proper diagnosis (ICD 10 code)
• (MAR) record completed immediately after injection administered

• Demonstrates appropriate technique when administrating subcutaneous, intramuscular injections and skin tests intradermal.
• Verbalizes knowledge of and indication for use of commonly administered injections including: Procrit, Aranesp, Neupogen, Neulasta, Sandostatin, Faslodex, Lupron, B12, Hepatitis B, Flu vaccine, Pneumococcal and Tuberculin
• Documents appropriately in ONCOEMR MAR
• Patient and family teaching as appropriate

• High school diploma or general education degree (GED) required.
• Valid, current Medical Assistant Certification (NHA CCMA)
• Computer experience/skills and typing of >25 words/min. required.
• Excellent written and verbal communication skills required.
• Ability to communicate effectively both verbally and in writing, and to interact professionally with others.
• Ability to manage time, prioritize tasks, and maintain order.
• Proficiency in using office software, such as word processors, Excel spreadsheets, and email.
• Ability to identify and resolve problems efficiently.
• Ability to adjust to changing priorities and work effectively in a dynamic environment.

• The physical abilities required of this position may include the following:
• Vision sufficient to read handwritten, typed and computer documents throughout the shift
• Speech and hearing sufficient to receive and communicate detailed information clearly by phone
• and in person
• Motor skills sufficient to handle, use or operate computer terminal, fax machine, copier, and telephone.
• Manual dexterity sufficient to use a variety of handheld tools and to manipulate single sheets of paper and/or file materials
• Physical ability to reach, lift, and bend to retrieve and/or file materials
• Physical ability to sit, stand or otherwise remain stationary at work post for long periods of time
• Physical ability to lift and carry 20 lbs.
• Physical ability to walk up and down one flight of stairs and between patient and departments throughout the day.