JOB DESCRIPTION
POSITION TITLE: Medical Assistant/Patient Care Coordinator (Full-time)
Responsible To: Physician/ Practice Manager
Provides a great customer service to all patients. Prepare accurate information about the surgeon, the practice and anticipated procedures. This includes clinical tasks, such as maintaining patient records, preparing patients and rooms for examination, ordering medical supplies, assisting physicians with exams, and performing front-desk tasks and scheduling surgery.
We are looking for a highly self-motivated Patient Care Coordinator/Medical Assistant who is comfortable with sales and closes cosmetic surgery deals with every lead. Serves as a liaison between the physician’s practice and future, current, and former patients. Provides accurate information about the surgeon, the practice and anticipated procedures. The primary responsibility is to facilitate the surgeon’s consultation with the patient by providing both pre- and post-operative information, including fees and insurance coverage as well as sell additional services. This position fosters the bond that encourages appropriate candidates to have surgery with the facility.
Responsibilities include, but are not limited to, the following:
- Room patient by calling their first name, take vitals, take patient history & chief complaint
- Take photos at every visit for every patient. At initial consultation, take photo of the patient’s face.
- Learn to use multiple cameras such as 3D cam and learn to use multiple camera lenses as needed.
- Upload photos to server and then transfer them to each patient’s chart using Mirror software.
- Take 3D photos with Vectra software.
- Accompany & assist physician during appointment with dressing changes, measurements, and patient education. Do not leave physician unattended during an office visit with any patient.
- Setup OT/PT & imaging appointments and follow up to make sure patient is scheduled and order was received.
- Create authorization for OT/PT or Imaging as needed and required.
- Setup a follow up appointment as per doctor’s instructions.
- Write & complete “thank you for referral, update to PCP or referral letter” and print for physician to sign.
- Review & note any uncompleted EMR notes
- Create referrals to other physicians such as ophthalmologist, urologist, orthodontist, pediatric dentist, etc.
- Return patients calls/questions in a timely manner.
- Restock patient rooms with supplies on a weekly basis.
- Sterilize and autoclave instruments on a daily basis and run routine testing for autoclave.
- Maintain relationship with autoclave technicians to come service our machines as needed.
- Send out spore test on a weekly basis. Check expiration log once a month and keep records of spore test.
- Order medical supplies(McKesson/Medline), EarWell, Amazon products, and garments.
- Turn rooms over, wipe down all counter tops and seats in consultation rooms
- Set up procedure instruments/items needed for procedures, prep patients and clean after each procedure
- Call hospital to schedule surgery as per booking form
- Coordinate surgery date, time and location with other physician’s office if case is a combo.
- Contact patient to notify of surgery date and time
- Schedule pre-operative visit
- Perform free virtual consultations with leads
- Fax surgery documents to the appropriate hospital
- Call patient two days prior to surgery to go over all surgery details
- Call patient day of surgery at a later time and the next day to see how they are doing and setup post op appointment if not already set.
- Ensure surgery blocks at the hospital is released 2 weeks prior to blocked date
- Ensure prescriptions has been entered into dosespot
- Look up pathology report on physician’s link or request from hospital so that physician can review and sign it and provide to patient at next appointment.
- Collect hospital documents such as progress notes, discharge summary, consultation, operative reports, etc. from physician’s link or if not in physician’s link request from specific hospital.
- Provide and go over post op care instructions and samples of items that may be needed for post op care.
- Call patients to confirm appointments as needed
- Document phone notes
- Answer phones and triage calls as necessary.
- Create new appointments and follow up appointments for new and/or established patients.
- Remove suture and splints for postoperative appointments.
- Work with hospital and surgery center to schedule patients for surgery and provide all pre-surgery instruction and necessary information
- Coordinate surgery with other office for combination cases
- Set up virtual surgical planning meetings for physician to over patient information
- Update surgery schedule excel and surgery calendar
- Assist Nurse Practitioner with earwell patients, turn room around and chart EHR note, call and confirm appointments for earwell patients and notify them of their benefits
- Perform dental mold and assist with Nasal Alveolar Molding
- Keep up with patient tracker
- Maintains cleanliness, organized and general appearance of the office and work space area.
- Answer phones within first two rings with a professional and helpful demeanor.
- Run the daily schedules at least one day ahead, makes a copy for the physician, manager & staff
- Maintain detail knowledge of software as it relates to job functions
- Attend all regular staff meetings
- Administrative Duties
- Attend all webinars, trainings, classes as requested by manager.
- Create templates in EMR for certain medical concerns
- Create templates for orders such as wound care, radiology, hand, etc.
- Order food for the physician, manager and/or staff as necessary
- Verify that all components of the patient’s chart are complete including EHR notes, surgical history, medications, preferred pharmacy information and allergies.
- Scan documents into the appropriate folders in EMR
- Other responsibilities assigned by Manager/Physician
- Qualify all leads through in-depth information exchange and when appropriate schedule in office consultations, ultimately converting consults to surgery
- Track all leads in a professional reportable fashion
- Work closely with the doctor and staff to provide excellent customer service for patients during the in-office consultation
- Prepare and discuss quotes for all procedures, treatments and surgeries
- Work with hospital and surgery center to schedule patients for surgery and provide all pre-surgery instruction and necessary information
- Handle payments including retrieval of surgical funds from outside lending sources
- Oversee Cosmetic billing process
- Help establish pricing for procedures
- Maintains cleanliness and general appearance of the office
- Works with SEO company on marketing as needed
- Generates ideas for practice growth and implements once approved
- Answer phones within first two rings with a professional and helpful demeanor.
- Schedules patient appointments into the EMR system
- Maintains detail knowledge of software as it relates to job functions
- Attends all regular staff meetings
- Take photos at every visit for every patient. At initial consultation, take photo of the patient’s face. Then load photos to server and then transfer them to each patient’s chart using Mirror software.
- Provides surgeon with a list of post-surgery telephone calls to be made with telephone numbers.
- Responsible for sending appropriate items to post-surgical patients.
- Responsible for sending thank-you letters to patient and referral network sources.
- Assists Nurse Practitioner and Medical Assistant with rooming patients during clinic.
- Promotes clear communication amongst the care team and treating clinicians by ensuring awareness regarding patient surgical plans.
- Working with information provided on referral tracking form, keeps referral source information for surgeon. Also responsible for keeping track of consultation/surgery conversion ratio by procedure and reporting same to surgeon on a monthly basis.
- Types disability forms.
- Engaging in all aspects of marketing for the practice including and not just limited to ad campaigns, social media management, networking, outreach marketing and marketing videos for the practice.
Education: High school diploma, Medical assistant training/certificate, College degree preferred
Experience: Minimum of 2 years in medical office, plastic surgery experience preferred.
Knowledge: Must be able to demonstrate current competencies applicable to the role of Patient Care Coordinator.
- Knowledge of clinic policies and procedures.
- Knowledge of medical terminology and insurance practices.
- Knowledge of grammar, spelling, and punctuation to communicate effectively.
- Knowledge of computer programs and applications.
Skills:
- Skill in appropriate assessment and assistance techniques.
- Minimum 2 years of experience in sales (plastic surgery or dermatology field a plus)
- Skill in handling incoming phone calls and triaging appropriately.
- Skill in written and verbal communication.
Abilities:
- Ability to work effectively as a team member with management/physician and other staff.
- Ability to react calmly and effectively in emergency situations.
- Ability to appropriately interact with patients, families, staff and others.
- Ability to flexibly respond to changing demands.
- Ability to respond to web submission inquiries right away.
- Ability to plan, organize, prioritize and direct the work of others.
- Ability to communicate clearly.
Job Type: Full-time
Pay: $18.00 - $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Paid training
- Vision insurance
Schedule:
- 8 hour shift
- Holidays
- Monday to Friday
Work setting:
Education:
Experience:
- Customer service: 2 years (Required)
- Plastic Surgery Office: 1 year (Preferred)
Language:
Work Location: In person
Qualifications
Must be able to speak Spanish- Preferred
Education: High school diploma, Medical assistant training/certificate, College degree-Preferred
Experience: Minimum of 2 years in medical office, plastic surgery experience preferred.
Knowledge: Must be able to demonstrate current competencies applicable to the role of Medical Assistant.
Knowledge of clinic policies and procedures
Knowledge of medical chart reporting/records
Knowledge of medical terminology and insurance practices
Knowledge of grammar, spelling, and punctuation to communicate effectively
Knowledge of computer programs and applications
Skills:
Skill in appropriate assessment and assistance techniques
Minimum 2 years of experience as a Medical Assistant
Skill in using office equipment and handling paperwork/filing adequately.
Skill in handling incoming phone calls and triaging appropriately.
Skill in written and verbal communication.
Skill in organization, professionalism, customer focus, confidentiality and medical teamwork
Abilities:
Ability to work effectively as a team member with physicians, manager and other staff.
Ability to react calmly and effectively in emergency situations.
Ability to appropriately interact with patients, families, staff and others.
Ability to flexibly respond to changing demands.
Ability to plan, organize, prioritize and direct the work of others.
Ability to communicate clearly with team members, physician and manager.
Job Type: Full-time
Pay: $18.00 - $22.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Medical specialties:
Schedule:
- 8 hour shift
- Monday to Friday
Work setting:
- Clinic
- In-person
- Office
- Private practice
Application Question(s):
- How many years of experience do you have working in a plastic surgery office?
- Are you willing to travel to our Woodlands office once a week?
- Do you have any sales experience in a medical practice? If so, how long?
Education:
Experience:
- EMR systems: 2 years (Preferred)
- Medical Assistant: 2 years (Preferred)
Language:
License/Certification:
- Certified Medical Assistant (Preferred)
Work Location: In person