ENTRY-LEVEL MEDICAL ASSISTANT

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1 ENTRY-LEVEL MEDICAL ASSISTANT DEFINITION: An entry-level medical assistant is a multiskilled member of the health care team who assists in patient care management by performing delegated administrative and clinical duties in accordance with respective state laws governing such actions and duties. ADMINISTRATIVE A. PROCESS PHONE CALLS A.1 Answer phone calls in a timely manner A.2 Take and distribute messages/forward to voice mail A.3 Sort phone messages by urgency A.4 Document phone calls A.5 Follow through with phone calls; i.e., make sure concerns are addressed A.6 Call patients with instructions/appointments A.7 Page physician as needed A.8 Check voic A.9 Route calls to and from answering service B. MANAGE APPOINTMENT SCHEDULE B.1 Schedule patient appointments B.2 Cancel/reschedule appointments B.3 Mail appointment reminder cards B.4 Confirm next day s appointments B.5 Print appointment schedule B.6 Notify physician and document no shows C. PERFORM CHECK-IN/OUT PROCEDURES C.1 Ensure patient signs in C.2 Explain and have patient complete appropriate forms C.3 Explain general office policies C.4 Assist individuals according to their needs C.5 Copy insurance cards and picture ID C.6 Verify insurance eligibility and benefits C.7 Assign account/chart number C.8 Input patient information into computer C.9 Create patient chart C.10 Print encounter form/router C.11 Collect patient s co-payment or fee C.12 Organize a patient s medical record C.13 Establish payment plan for non-insured patient D. REFER PATIENTS TO OTHER PROVIDERS/FACILITIES D.1 Review patient insurance for facility and physician contract and eligibility D.2 Identify community resources as needed D.3 Obtain insurance authorization if required D.4 Fax last notes order/rx to other providers D.5 Confirm appointment day and time with patient D.6 Provide instructions for procedures D.7 Make a copy of doctor s orders

2 D.8 Document referral information on patient chart and log book D.9 Follow up on referrals E. MAINTAIN MEDICAL RECORDS E.1 Maintain medical reports reviewed by providers E.2 Pull patients charts E.3 File appropriate documents in proper dividers E.4 Scan documents E.5 Shred documents E.6 File patients charts F. PROCESS INSURANCE CLAIMS F.1 Apply managed care polices and procedures F.2 Apply third party guidelines F.3 Perform procedural coding F.4 Perform diagnostic coding F.5 Complete insurance claim forms F.6 Follow up on insurance claims G. PREPARE DAILY FINANCIAL REPORT G.1 Collect daily encounter forms/routers on patients G.2 Batch encounter forms/routers by date and doctor G.3 Verify encounter forms/routers by daily schedule G.4 Match ICD-9 code to diagnosis G.5 Enter patient charges G.6 Send encounter forms/routers to billing department G.7 Count cash drawer G.8 Balance credit card machine receipts G.9 Balance encounter forms/routers to cash, checks, and credit card receipts G.10 Stamp (endorse) all checks with bank information G.11 Place checks and money with completed deposit slip G.12 Send all deposits to designated person G.13 Perform bookkeeping procedures as needed H. PERFORM ROUTINE OFFICE TASKS H.1 Prioritize daily tasks H.2 Utilize computer software to maintain office systems H.3 Maintain sign-in log; e.g., visitors, sales reps H.4 Maintain H.5 Handle incoming/outgoing mail/messages H.6 Answer routine correspondence H.7 Photocopy documents H.8 Send, receive, and distribute faxes H.9 Perform routine maintenance of administrative and clinical equipment H.10 Perform an inventory of supplies and equipment H.11 Request, order, and stock supplies and equipment H.12 Monitor and maintain reception area H.13 Educate patients; e.g., forms insurance H.14 Call prescriptions in to pharmacy

3 CLINICAL I. PERFORM FUNDAMENTAL PROCEDURES I.1 Perform hand washing I.2 Wrap items for autoclaving I.3 Perform sterilization techniques I.4 Properly dispose of biohazardous materials I.5 Practice Standard Precautions I.6 Use methods of quality control J. COLLECT SPECIMENS J.1 Perform venipuncture J.2 Perform capillary puncture J.3 Obtain specimens for microbiological testing J.4 Instruct patients in the collection of a clean-catch, mid-stream urine specimen J.5 Instruct patients in the collection of a fecal specimen K. PROVIDE DIAGNOSTIC TESTING K.1 Perform electrocardiography K.2 Perform respiratory testing K.3 Perform CLIA Waived Tests; e.g., urinalysis, hematology, chemistry, immunology testing, microbiology K.4 Perform audio and visual tests K.5 Attach monitoring equipment to patient; e.g., heart, blood pressure L. PROVIDE PATIENT CARE L.1 Perform telephone and in-person screening L.2 Obtain vital signs L.3 Obtain and record patient history L.4 Prepare and maintain examination and treatment areas L.5 Prepare patient for and assist with routine and specialty examinations L.6 Prepare patient for and assist with procedures, treatments and minor office surgeries L.7 Administer medications as directed by physician L.8 Give injections under supervision L.9 Maintain medication and immunization records L.10 Screen and follow-up test results L.11 Provide patient education; e.g., diabetic training, inhalers M. DEMONSTRATE COMMUNICATION SKILLS M.1 Ask and answer questions M.2 Compose office documents; e.g., letters, reports, memos M.3 Give and receive instructions M.4 Listen attentively M.5 Make oral and written presentations M.6 Proofread and edit documents M.7 Demonstrate telephone techniques; e.g., etiquette, privacy issues M.8 Recognize and respond to nonverbal communications M.9 Practice alternative methods of communication; e.g., elderly, children, deaf, diverse cultures

4 N. PURSUE PROFESSIONAL DEVELOPMENT N.1 Read professional publications N.2 Participate in professional organizations N.3 Participate in professional development opportunities/continuing education N.4 Set short-term and long-term professional goals O. DEMONSTRATE PROFESSIONALISM O.1 Use sound judgment in making decisions and solving problems O.2 Adhere to state and federal regulations O.3 Demonstrate knowledge of federal and state health care legislation and regulations O.4 Follow safety and security regulations O.5 Follow emergency procedures O.6 Maintain patient confidentiality O.7 Identify and respond to issues of confidentiality O.8 Maintain proper dress, grooming, and hygiene for the workplace O.9 Serve on teams and organizational committees O.10 Perform within legal and ethical boundaries SKILLS AND KNOWLEDGE Basic math Basic computer skills Internet, keyboarding, word processing Communication: verbal and written CPR Customer service First aid General understanding of ICD-9 codes CPT codes Medical resources/references Medical reports Insurance (HIPAA) Government regulations HIPAA, OSHA, Medicare Grammar Injections Medical abbreviations Medical equipment and tools Medical terminology Multitasking Office equipment Fax, Copy machine, 10-key Phlebotomy Spelling TRAITS AND BEHAVIORS Ability to follow instructions Able to work under pressure Communicator Compassionate Confidence Dependable Detail oriented Diversity in skills Ethical Friendly Good hygiene Good listener Initiative Maintain cool head Organized Outgoing Patient Polite Professional appearance Punctual Quick learner Responsible Safety conscious Self-motivator Service oriented Team player Willing to learn

5 DACUM WORKSHOP PARTICIPANTS BUSINESS/INDUSTRY REPRESENTATIVES Mrs. Takisha McConnell Burris, RMA, Rock Hill Family Practice, Rock Hill, SC Ms. Toni Clinton, Practice Manager, Family Medicine Associates, York, SC Ms. Sonia J. Corbit, CMA, North Central Family Medical Center, Rock Hill, SC Ms. Glenda Elder, MOA/Phlebotomy, Catawba Care Coalition, Rock Hill, SC Mrs. Sheila Grafton, Lead NCMA, Riverview Medical Center, Hill, Rock Hill, SC Ms. Carolyn Moree, MOA, Lowery Family Medicine, Chester, SC YORK TECHNICAL COLLEGE REPRESENTATIVES Facilitator Mrs. Lori Ochsner, Instructional Developer, Learning Resources Coordinators/Recorders Mrs. Sylvia L. Maupin, CPS, Administrative Specialist, Dean of Learning Resources Office Mrs. Teresa Smith, Office Manager, Health and Human Services Division Program Manager Mrs. Lynne Fantry, Medical Laboratory Technology Department

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