Under the direct supervision of the Clinic Manager and Provider, the Specialist, Medical Office provides clinical and administrative support for the Nurses and Providers in the PACE CNY Primary Care Clinic and the Ancillary Clinic (Podiatry, Optometry, and Dental). Performs procedures within scope of practice and assists providers with treatments/testing as requested. Also provides physical and emotional support to participants as needed. Provides Medical Assistant administrative functions within specific guidelines.

Job duties specific to this position:

• Performs clinical activities under the direction of the Provider and/or Clinic Manager/designee according to policies, procedures, and standards of department; assists Provider with procedures, dressings, etc.
• Sets up for clinic procedures i.e., dressing changes, nebulizer treatments; assists provider/clinic nurses with exams and procedures as requested; secures additional equipment or supplies upon provider request. May also perform a variety of tasks to support the medication room function. Restocks exam rooms, soaks, bags, and sterilizes equipment per policy. Maintains stock supplies and medication at par levels; checks supplies for expiration dates, discards outdated materials, etc.
• Is responsible to have pertinent equipment available for use by provider; is responsible to check to ensure equipment is in proper working order prior to use.
• Completes all necessary paperwork for follow up visits; communicates pertinent information to patient/family, skilled nursing facility, pharmacy, or site staff as appropriate; makes copies of visits, notes, etc. and file/faxes accordingly; daily reconciles encounters against master patient schedule and reconciles schedule in EMR. May assist Director of Health Information in reviewing physician coding for completeness; conducts QI audit checks as requested. Faxes copy of patient list and uploads dictation on computer at end of each clinic day.
• Performs a variety of medical assistant administrative duties such as scheduling appointments, ensuring paperwork is complete, enters new patient data into EMR, preps charts to ensure necessary paperwork has been completed, collects copays when indicated, verifies insurance coverage, collaborates with Loretto finance staff regarding billing concerns, monitors receipt of preauthorization for visit as required, reviews forms for completeness and provides lacking information, transcribing orders per protocol, etc.
• Sends follow up letters for no shows per policy. Requests/makes reminder calls to scheduled patient, routes follow up visit requests, cancellation notices, for rebooking, schedules established patients for next appointment per provider.
• Greets and bring participants to clinic as requested; introduces self; assists participant with ambulation as necessary. Rooms participants and prepares participant for provider according to clinic protocol; maintains participant privacy while waiting; provides for the physical and emotional comfort plus safety (i.e. locking wheelchair brakes, etc.) for participants during visits.
• Gathers clinical data as instructed and/or according to clinic protocol and informs provider, Clinic Manager, or designee of unusual findings or problems.
• Documents any observations and/or participant/family expressed concerns/complaints, i.e., pain; informs provider/clinical coordinator/charge nurse per protocol. Documents all clinical data obtained in appropriate section of medical record.
• Member of the Tissue Trauma Team; may apply dressings and may also record Tissue Trauma Team findings in medical record; assists with participant preparation and post exam needs during tissue trauma rounds.
• Performs terminal cleaning of clinic rooms/treatment rooms at the end of the day as necessary; wiping counter, exam table, bed, etc., discarding/cleaning used equipment/supplies; end of day restocks, exchanges out full sharps containers, etc. Responsible for performing QA checks such as code cart, stock drug expiration dates, etc.
• Maintains confidentiality of patient information.
• Active member of Quality Improvement Committee and participates in task forces as requested; member of the Safety and Billing Committees; conducts environmental audits; regularly attends staff meetings and other meetings upon request.
• May be required to provide assistance in other areas/capacities (i.e. receptionist/front desk and medical records).
• Practices safety awareness, reports any possible safety/environment issues to supervisor, and adheres to safety policies and procedures.
• Demonstrates adherence to all compliance policies and procedures and the code of conduct.
• Displays compliance oriented behavior in the workplace. Is responsible for promoting and fostering compliance in the workplace. Adheres to the mission and philosophy of the D&TC, PACE CNY, and the Loretto Corporation.
• Adheres to service excellence by developing and maintaining positive respectful relationships will all customers, internal and external, to include participants, families, team members, all staff throughout the organization and community partners; performs responsibilities according to the highest quality standards.
• Demonstrates knowledge of PACE/D&TC Emergency Preparedness Plan and care verbalize their role during an event.
• Performs other duties as assigned.
• INDPRO

• Medical Assistant certificate from accredited program or equivalent required.
• Prefer 2 years’ experience in a physician’s office or health care facility. Internship working with the elderly may be considered.
• National certification for clinical or administrative medical assistant preferred.
• Courses or background in ICD-10 coding and previous billing experience highly desirable. Demonstrated skill in blood drawing, waived and other office procedures (i.e., testing of urine, stool, etc.).
• Demonstrated knowledge of medical terminology.
• Strong communication skills written and oral.
• Strong interpersonal skills necessary.
• Proficient in MS Office and able to learn new software rapidly.

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Physical Requirements

Walking/Standing 80.00%

Sitting/computer 20.00%

Lifting 50 lbs.

• Pay Range $22.05 - $24.37 / hour 
• Excellent medical, dental, prescription and vision insurance
• Disability coverage
• Tuition Reimbursement Program
• 401(k) Retirement/Pension Plans
• Discounted Gym Membership
• Free Loretto Health Clinic Visits
• Generous Paid Time-Off Accrual
• Fun events for employees
• Convenient locations with free parking
• Employee Coaches - to help you achieve life goals
• Diaper Assistance Program
• Opportunity for career growth and movement within 19 sites!