Regional Float Certified Medical Assistant
Reports To: Regional Practice Administrator; day-to-day direction from the Practice Administrator or Clinic Manager at the assigned clinic
FLSA Status: Non-exempt
Location: Multiple UCNT urology clinics within an assigned DFW region; assignments may change daily
About the Job
The Regional Float Certified Medical Assistant works under the general supervision of physicians and/or APPs to provide clinical and administrative support in the delivery of patient care. Unlike a clinic-based CMA, this role rotates among UCNT clinics within an assigned region to cover staff absences, PTO, vacancies, high-volume days and new-provider ramp-ups.
The ideal candidate is a flexible, fully cross-trained CMA who can walk into any UCNT clinic, learn its layout and provider preferences quickly, and keep patient flow moving from the first patient of the day.
Float Responsibilities
- Travel to and work at assigned UCNT clinics within the region, often on short notice, based on the daily or weekly float schedule set by the designated Manager.
- Report to the assigned clinic on time, check in with the Practice Administrator, Clinic Manager or lead CMA, and confirm the provider(s) being supported that day.
- Quickly adapt to each clinics layout, workflows, supply locations and provider preferences while following UCNT standard procedures.
- Maintain working knowledge of procedures and equipment used across clinics, including cystoscopy, in-office procedures and oncology support as assigned.
- Hand off clearly at the end of each assignment: communicate open patient calls, pending results, prior authorizations and supply needs to the clinics staff so nothing is left incomplete.
- Identify workflow inconsistencies between clinics and share observations with leadership to support standardization and continuous improvement.
- Help orient and support new CMAs at clinics as requested.
- Keep the float schedule current and notify the Leadership promptly of any conflicts or schedule changes.
- Maintain reliable transportation, a valid drivers license and current auto insurance; track mileage for reimbursement per UCNT policy.
Core Duties at Each Assigned Clinic
Clinic Opening & Patient Flow
- Be at the designated workstation prepared and ready to work during assigned hours.
- Open the clinic as needed: unlock doors, turn on lights and equipment, start up workstation, open restroom and exam rooms, test urine controls, and complete chart prep.
- Maintain an efficient patient flow for the provider.
- Prepare and assist the provider with exams and procedures, and perform any tests or tasks the provider assigns.
- Notify the call center of physician schedule changes.
Clinical Procedures
- Perform specimen collection, vital signs and urinalysis.
- Administer injections and draw blood using aseptic technique.
- Perform catheterization using sterile technique.
- Prepare specimens for the lab and follow the lab insurance matrix for all send-out specimens.
- Clean, disinfect and sterilize instruments daily.
- Maintain the cystoscope pressure testing, cleaning and sterilization station daily with proper documentation.
- Perform weekly spore testing for the autoclave.
Patient Communication & Documentation
- Answer incoming calls requiring MA assistance and discuss acute symptoms with the physician when necessary.
- Return patient calls and process prescriptions promptly; complete all patient phone calls by end of day.
- Process and document all prescriptions in the patients EHR.
- Document calls and outside communications in the patients record.
- Document all MA workflow in the appropriate EHR templates.
- Complete missing-results reports as assigned by the Administrator.
Authorizations & Scheduling
- Schedule outpatient or inpatient surgeries and services as assigned.
- Complete and process prior authorizations for medications.
- Complete and process Title 19s as needed.
- Complete Letters of Medical Necessity as needed.
Compliance, Safety & Supplies
- Complete all OSHA-required logs on time, including exam room cleaning, freezer and fridge temperature, and eye wash station logs.
- Manage and maintain CLIA requirements and all OSHA standards.
- Clean, prepare and stock exam rooms, lab area and restroom daily.
- Maintain medical supply stock; place orders with Henry Schein or notify the Administrator of needs.
- Clean and maintain the supply and sample cabinet.
Records Management
- Perform chart take-down daily or weekly as needed; place PHI and unscanned reports in the appropriate scan bins.
- Weekly, verify chart notes are complete for providers assisted that week, then shred dictation notes.
- Keep exam room and provider files stocked weekly, or daily if needed.
Other
- Perform other duties, tasks or special projects as assigned by the Administrator.
Physical Demands & Work Environment
- Stand and walk for extended periods; bend, reach and assist patients with positioning.
- Lift or move up to 25 lbs.
- Potential exposure to blood, bodily fluids and infectious materials; use of PPE required.
- Regular local travel between clinics in the assigned DFW region.
Qualifications
Required Proficiencies & Specialized Knowledge
- Basic understanding of urology-related terminology, medications, procedures and instruments.
- Ability to analyze and prioritize information to keep clinic operations organized and efficient.
- Excellent interpersonal, verbal and written communication skills with patients, parents, coworkers and providers.
- Ability to build positive working relationships with all coworkers, physicians and health care providers, including staff at clinics you visit less often.
- Sound independent judgment and discretion while following established procedures.
- Strong multitasking skills and close attention to detail.
- Knowledge of medical office methods and procedures.
- Proficiency in specimen collection, vital signs, urinalysis, catheterization and instrument sterilization.
- Basic computer skills and working knowledge of the practices EMR/PM and Document Management Systems.
- Professional appearance and demeanor; scrubs are required at all times.
Float-Specific Requirements
- Flexibility to work at different clinics and adjust schedules as business needs change, sometimes with same-day notice.
- Valid Texas drivers license, reliable transportation and current auto insurance.
- Self-starter who is comfortable working with new teams and providers with minimal orientation.
Education & Experience
- High school diploma or equivalent; completion of an accredited Medical Assistant program.
- Prior CMA experience preferred; urology or specialty-clinic experience strongly preferred.
Certificates, Licenses, Registrations
- Active Certified Clinical Medical Assistant certification.
- Maintain MA certification and required CEUs.
- Current BLS/CPR certification.