Job Summary
Provides optimum assistance to the health care provider providing services to the patient. Provide patient registration, discharge, and other related services for the assigned area.
The Certified Medical Assistant (CMA) / Employee Health Staff Assistant provides both clinical and administrative support to the Employee Health Department. This position is responsible for assisting with employee health services, occupational health programs, immunization compliance, employee wellness initiatives, and regulatory requirements while providing comprehensive clerical, secretarial, and customer service support to Employee Health staff, managers, and department leadership.
This role serves as a primary point of contact for employees, applicants, physicians, managers, and external agencies while maintaining confidential employee health records and ensuring compliance with organizational, state, federal, and accreditation standards.
Responsibilities
- Provide clerical support to providers, patients, and staff to expedite patient flow, telephone communications and quality patient care.
- Provide assistance to the health care provider(s) rendering services to the patient, as directed by the provider or Registered Nurse if applicable as outlined in departmental policies and procedures. Duties may include:
- Greet and register patients utilizing the appropriate software system.
- Explain payment policy and insurance coverage prior to patient registration, obtain insurance information, and pre-certification, if applicable. • Responsible for discharging patients from the facility, documenting & tabulating all charges and payments, & maintain accurate financial data on patients.
- Schedule patient appointments as required.
- Legibly and accurately transcribe orders utilizing knowledge of policy and procedures and legal documentation on patient record.
- Responsible for billing, collection, refunding, disposition and communications regarding patient accounts.
- Prepare and maintain accurate records for daily summary logs for charges, payments, balances due, statistical reports, billing claims, daily deposit transactions and equipment loan-outs.
- Responsible for answering telephone, furnishing information as applicable by policy, and disposition of calls.
- Retrieve, photocopy, as necessary and file medical records; prepare, review and process records to ensure completeness and accuracy.
- Distribute mail and interdepartmental correspondences; operate postage meter, if necessary.
- Perform vital signs, document medications/drug allergies and triage patients based on subjective data.
- Collect and prepare specimens for reference lab testing to include venipuncture of adults and children.
- Perform point of service laboratory testing and Quality Control procedures as required.
- Perform electrocardiograms and assist with stress testing as required. Administer PO, IM, Sub Q and ID medications as delegated with verification of the "five R's medication" by the provider.
- Perform audiograms, pulmonary function testing, drug screen collections and nebulizer treatments as required.
- Prepare patients, exam rooms and equipment for examinations and procedures. Assist provider during patient visit and assist with procedures such as laceration repair, wound dressings, sigmoidoscopies and other minor procedures, as necessary.
- Gather and document pertinent information in the patient record, as necessary.
- Communicate information to the patient as directed by the provider and instruct patients in necessary preparation for diagnostic and therapeutic regimens.
- Function as a liaison between provider, patient and staff to expedite patient flow, quality patient care, appointment and test scheduling and referrals.
- Sort diagnostic test results by established parameters.
o Employee Health Services
- Perform clinical duties within scope of Certified Medical Assistant certification.
- Obtain and record employee medical histories, health screenings, and vital signs.
- Conduct hearing tests, vision screenings, respirator fit test preparation, and other occupational health assessments as directed.
- Administer vaccines and injections according to approved protocols and physician/provider orders.
- Monitor vaccine compliance and employee immunization requirements.
- Assist with tuberculosis (TB) testing and surveillance programs.
- Support communicable disease investigations, exposure tracking, and follow-up monitoring.
- Educate employees regarding wellness initiatives, health requirements, immunizations, and infection prevention measures.
- Maintain accurate clinical documentation in Employee Health systems and records.
o Occupational Health and Regulatory Compliance:
- Assist with OSHA, CDC, DNV, and state regulatory requirements related to employee health.
- Track employee health requirements including immunizations, fit testing, annual health reviews, and educational compliance.
- Assist in managing exposure incidents involving bloodborne pathogens, communicable diseases, and workplace injuries.
- Maintain confidentiality and security of employee health records in accordance with HIPAA and organizational policies.
- Staff Assistant Responsibilities:
o Department Support
- Provide timely, effective, and accurate administrative, secretarial, and clerical support to Employee Health staff, management, and leadership.
- Record, prepare, type, edit, and distribute meeting minutes, policies, procedures, reports, spreadsheets, presentations, and correspondence.
- Prepare and distribute employee health reports, compliance reports, and departmental metrics.
- Schedule appointments, training sessions, meetings, employee screenings, and follow-up visits.
- Coordinate document management and maintain departmental filing systems.
- Order and maintain office and clinical supplies.
- Assist with employee onboarding and annual health compliance processes.
- Support departmental projects, audits, accreditation activities, and quality improvement initiatives.
- Perform various clerical and administrative duties to support departmental operations.
- Customer Service and Communication:
- Answer departmental telephone lines, provide information, route calls appropriately, and take messages.
- Receive and assist employees, applicants, visitors, vendors, and customers seeking Employee Health services.
- Complete verifications, process requests, copy records, assist with forms, and route information to appropriate staff members.
- Compose correspondence and respond to routine inquiries regarding Employee Health services and requirements.
- Records and Data Management:
- Maintain confidential employee health records and databases.
- Enter and verify employee health information in electronic health record systems and tracking software.
- Generate, prepare, and distribute reports as requested.
- Assist with tracking compliance data, credentialing requirements, annual health reviews, and regulatory reporting.
- Support system applications through preparation, review, and distribution of departmental reports.
- Quality and Organizational Responsibilities
- Demonstrate excellent customer service and positive relationships with employees, leadership, physicians, and coworkers.
- Participate in departmental and organizational quality improvement activities.
- Maintain required educational and competency requirements.
- Follow organizational policies, procedures, and attendance requirements.
- Perform duties in a cost-effective manner and support the organization's mission, vision, and strategic goals.
- Perform additional duties as assigned.
Knowledge, Skills & Abilities
Patient Group Knowledge (Only applies to positions with direct patient contact)
The employee must possess/obtain (by the end of the orientation period) and demonstrate the knowledge and skills necessary to provide developmentally appropriate assessment, treatment or care as defined by the department's identified patient ages. Specifically the employee must be able to demonstrate competency in: 1) ability to obtain and interpret information in terms of patient needs; 2) knowledge of growth and development; and 3) understanding of the range of treatment needed by the patients.
Competency Statement
Must demonstrate competency through an initial orientation and ongoing competency validation to independently perform tasks and additional duties as specified in the job description and the unit/department specific competency checklist.
Common Duties and Responsibilities
(Essential duties common to all positions)
Maintain and document all applicable required education.
Demonstrate positive customer service and co-worker relations.
Comply with the company's attendance policy.
Participate in the continuous, quality improvement activities of the department and institution.
Perform work in a cost effective manner.
Perform work in accordance with all departmental pay practices and scheduling policies, including but not limited to, overtime, various shift work, and on-call situations.
Perform work in alignment with the overall mission and strategic plan of the organization.
Follow organizational and departmental policies and procedures, as applicable.
Perform related duties as assigned.
Education
- High School Diploma or GED (Required)
- Post High School Diploma or Certificate Program (Required) Experience: 0-6 months experience
Credentials
- Medical Assist, Cert (Required) Within 6 months of hire CMA or RMA Accepted: See Equivalent QualificationsWithin 6 months of hire CMA or RMA Accepted: See Equivalent Qualifications
- Basic Life Support (Required) Within 30 days of hireWithin 30 days of hire
Work Schedule: Days
Status: Full Time Regular 1.0
Location: Memorial-MSOB
Location of Job: US:WV:Charleston
Talent Acquisition Specialist: Lauren R. Lane lauren.lane@vandaliahealth.org