OBJECTIVE/PURPOSE:

Under the direction of the Front Office Supervisor, the Medical Administrative Assistant provides administrative support services and exceptional customer service to the Psychiatric Medical Team (PMT). The Medical Administrative Assistant possesses clear communication skills, office proficiency, organizational skills, the ability to multi-task in a fast-paced environment, and attention to detail as well as capable of working in a team environment.

MAJOR RESPONSIBILITIES:

1.0 ADMINISTRATIVE:

Schedules clinical appointments for the PMT providers using the agency's electronic health record (EHR) and Outlook calendars. Prepares and maintains both paper and electronic materials including, but not limited to, management reports; correspondence; mailing lists; agendas and agency forms. Files, scans, and photocopies materials as needed. Attends and takes weekly minutes for CQIT, PMT staff meetings, and other meetings as requested. Performs other duties, as assigned, for smooth, efficient workflow.

2.0 RECORD KEEPING:

Receives and documents incoming referrals from internal staff as well as external sources. Ensures all proper documentation has been received before submitting to PMT for review. Monitors and maintains all referrals according to the agency's processes and in alignment with KPIs. Coordinates other record keeping as necessary.

3.0 CUSTOMER SERVICE:

Responds to and routes incoming calls, places outgoing calls. Documents all calls in the Provider Medication log on a daily basis. Disseminates information, both in-house and out-of-house, as appropriate. Liaison between UCS and drug company representatives. Reacts calmly to stressful situations involving consumers and/or the public. Consults with Medical Director, other providers, and nursing staff regarding client concerns promptly.

4.0 CLIENT SERVICES:

Evaluates client's needs and reports this information to appropriate provider as requested by PMT staff.

Completes prior authorizations for client's medications through insurance plans. Stages in the EHR refill requests for medications under supervision of providers. Coordinates consumer medication needs with pharmacies and staff at Battelle House. Supports PMT in telehealth appointments including completion of consent forms, set up of equipment and following up at the close of appointments. Supports PMT in completing genetic testing as prescribed.

5.0 MISCELLANEOUS:

Primary person for medication calls. Takes messages, obtains charts, calls pharmacy under doctors' direction with consumer medication orders. Updates and maintains the Provider On-Call schedule. Responds to all medical emergencies. The Medical Administrative Assistant receives clinical supervision from the Medical Director on a weekly basis.

* In addition to the above, performs other duties as assigned.

EDUCATIONAL REQUIREMENTS:

High School Diploma or equivalent, advanced office knowledge, and 2 - 3 years of medical administrative experience. Strong computer skills with experience using Microsoft Office and electronic health record preferred.

LICENSES/CERTIFICATIONS REQUIRED:

Valid Driver's License

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