Medical Assistant I

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

This is a budgeted .8 FTE position. It is a dual role and the only front desk/medical assistant role supporting four providers. This position replaces the former employee who resigned before returning from maternity leave due to personal reasons.

Job Summary:

The MA I is a critical role and provides and/or coordinates the delivery of a variety of patient services in Ambulatory Hospital Based Services under the direction of the Practice Manager. The Medical Assistant I role is 30% clinical and 70% non-clinical. Direct patient care includes activities such as taking vital signs and documenting pertinent information into the patient's medical record, and medication management. Non-clinical activities include scheduling patient appointments, managing the referral work queue list, and maintaining patient related databases.

The MA interacts with patients, clinicians, RNs, and other support staff. The MA must possess strong interpersonal and communication skills.

Essential Functions:

• Patient Care: Assist medical staff in conducting patient assessments, including vital signs measurement, medical history documentation, and medication reconciliation. Prepare examination rooms and ensure they are stocked with necessary supplies and equipment. Provide patient literature on substance use disorders, treatment options, and medication management as directed by medical staff. Obtain prior authorizations. Maintain patient confidentiality and always adhere to HIPAA and 42 CFR regulations.
• Administrative Support: Schedule patient appointments and coordinate with other healthcare providers as necessary. Assist with medical record documentation, including entering patient data into electronic health records (EHR) systems. Manage incoming calls and inquiries from patients, healthcare professionals, and external parties. Process medication refill requests and coordinate with pharmacies as needed. Complete administrative tasks such as filing, faxing, and scanning documents. Responsible for collecting copayments.
• Clinic Operations: Collaborate with medical staff and other team members to ensure efficient clinic operations. Assist in maintaining cleanliness and organization of clinical areas, including disposal of biohazardous materials. Participate in quality improvement initiatives and contribute to the development of clinical protocols and procedures. Adhere to infection control protocols and ensure compliance with clinic policies and procedures.
• Referral Management: Monitor and manage a referral work queue to ensure timely processing of referrals from healthcare providers, specialists, and other sources. Review referral requests for completeness, accuracy, and appropriateness based on established criteria and guidelines. Communicate with patients to provide information about their referrals, answer questions, and assist with appointment scheduling and coordination. Track and document referral outcomes, follow-up activities, and any barriers to care resolution.
• Outreach And Engagement: Conduct proactive outreach to patients to promote preventive care services, screenings, and follow-up appointments. Collaborate with healthcare providers and care teams to identify patients in need of outreach and develop outreach plans tailored to their specific needs and preferences. Document outreach activities, patient interactions, and outcomes in electronic health record (EHR) systems or designated databases.
• Collaboration And Communication: Collaborate with interdisciplinary care team members, including physicians, social workers, and other healthcare professionals, to ensure coordinated and comprehensive care delivery. Communicate effectively with patients, caregivers, and healthcare providers to facilitate care transitions, address care coordination needs, and resolve issues or concerns. Serve as a resource for patients and families, providing guidance, support, and advocacy to navigate the healthcare system and access needed services. Participate in care conferences, team meetings, and case reviews to discuss patient cases, develop care plans, and coordinate care transitions.
• Medication Schedule Management: Maintain accurate and up-to-date medication schedules for patients, including dosage instructions, administration times, and refill dates. Collaborate with healthcare providers to reconcile medication lists, verify prescription orders, and update medication schedules as needed. Monitor medication adherence and identify any discrepancies, missed doses, or medication-related issues that require intervention. Communicate with patients to provide medication instructions, address concerns, and reinforce adherence to prescribed treatment regimens.
• Medication Ordering And Inventory Management: Adhere to regulatory requirements, pharmacy laws, and institutional policies governing medication management, storage, and handling. Coordinate the ordering and procurement of medications from pharmacy suppliers, wholesalers, and manufacturers. Verify medication orders against prescription specifications, dosage requirements, and formulary guidelines to ensure accuracy and appropriateness. Monitor medication inventory levels, expiration dates, and storage conditions to prevent stockouts, wastage, or medication errors. Collaborate with pharmacy staff to track medication deliveries, reconcile invoices, and resolve any discrepancies or issues with medication orders.
• Documentation And Reporting: Document medication-related activities, interventions, and patient outcomes in electronic health record (EHR) systems or designated databases. Generate reports on medication usage, adherence rates, inventory levels, and cost-saving opportunities for review by management and stakeholders. Communicate with healthcare providers, and other team members to report medication-related incidents, adverse reactions, or clinical concerns promptly.

Qualifications:

Education and Experience Required: Completion of a formal, post-secondary clinical training program (ex. Medical Assistant, EMT, Paramedic, Nursing Assistant) OR Matriculation in, or graduate of, an Associate's or Bachelor's degree program in nursing (RN). Nursing students must have completed fundamentals of nursing, skills lab, and at least one clinical rotation in medical/surgical nursing.

Preferred: Certificate, Diploma or Associates Degree in Medical Assisting from an accredited program.

Certification/Training: CPR training preferred.

Job Knowledge and Skills: Communicate effectively, knowledge of insurance prior authorization, problem solving, get along with others, confront issues appropriately, proficient computer skills including Microsoft Office applications, ability to provide exceptional customer service care when dealing with difficult patients, strong interpersonal skills.

Physical Environment: The Medical Assistant works in a variety of patient care environments where there may be exposure to communicable diseases and hazardous materials such as blood. Caring for patients also involves exposure to human waste and other unpleasant elements. Other duties may include general cleaning with exposure to dirt, odors, cramped quarters, etc.

Additional Job Details:

Physical Requirements: Standing Frequently (34-66%), Walking Frequently (34-66%), Sitting Occasionally (3-33%), Lifting Frequently (34-66%) 35lbs+ (w/assisted device), Carrying Frequently (34-66%) 20lbs - 35lbs, Pushing Occasionally (3-33%), Pulling Occasionally (3-33%), Climbing Rarely (Less than 2%), Balancing Frequently (34-66%), Stooping Occasionally (3-33%), Kneeling Occasionally (3-33%), Crouching Occasionally (3-33%), Crawling Rarely (Less than 2%), Reaching Frequently (34-66%), Gross Manipulation (Handling) Frequently (34-66%), Fine Manipulation (Fingering) Frequently (34-66%), Feeling Constantly (67-100%), Foot Use Rarely (Less than 2%), Vision - Far Constantly (67-100%), Vision - Near Constantly (67-100%), Talking Constantly (67-100%), Hearing Constantly (67-100%).

Work Location: 2014 Washington Street.

Scheduled Weekly Hours: 32.

Employee Type: Regular.

Work Shift: Day (United States of America).

EEO Statement: Newton-Wellesley Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law.