Essential Job Responsibilities
- Rooms patients during the clinic.
- Perform all necessary in-house testing prior to the physician seeing the patient, which include UA Dip, bladder ultrasound, uroflows.
- Nurse schedule as assigned: Catheter removals, catheter changes, BCG instillations, DMSO installations, Urocuff studies, bladder ultrasounds, other scheduled responsibilities.
- Preps and assists physicians with in-office procedures.
- Performs clerical duties related to clinical services including appointment scheduling, returning messages for patients as requested by physicians.
- Fills out FMLA or disability paperwork for assigned physicians.
- Performs medical receptionist duties as necessary: answers telephone, screens calls, takes messages, works on incoming faxes, takes payments, and provides information.
- Obtains, verifies, and updates patient information and provides support services to patients and medical staff.
- Obtains prior authorization for ordered imaging and prescriptions.
- Checks physician voicemail 2–3 times daily.
- Assists team’s scribe with prescription refill requests.
- Works with the team’s scribe to address physician’s telephone encounters and documents.
- Performs daily assigned tasks related to JCAHO or CLIA compliance.
- Performs daily, weekly, and monthly cleaning of the clinical area as assigned by the clinical supervisor—including exam rooms, procedure rooms, patient restrooms, lab, and instrument cleaning area.
- Other duties as assigned by admin.
Performance Requirements
- Patient Care
- Escort and prepare patients for examination or treatment.
- Obtain and record vital signs, medical history, and other relevant patient information.
- Assist urologists with procedures, examinations, and urological tests.
- Educate patients on urological procedures, treatments, and post-care instructions.
- Administer medications and injections as directed by the urologist.
- Clinical Support
- Prepare and maintain urology exam rooms with necessary supplies and equipment.
- Sterilize and maintain medical instruments and equipment.
- Perform basic diagnostic tests such as urinalysis and bladder scans.
- Assist in urological diagnostic procedures, including cystoscopies and urodynamic studies.
- Administrative Duties
- Schedule appointments, surgeries, and follow-up visits for urology patients.
- Manage patient records, ensuring accuracy and confidentiality.
- Handle billing and coding related to urology procedures and visits.
- Obtain and verify insurance information and process prior authorizations.
- Answer phone calls, address patient inquiries, and provide information as needed.
- Collaboration
- Coordinate with other healthcare professionals, including nurses, physicians, and administrative staff.
- Communicate effectively with patients to ensure they understand their treatment plans and follow-up instructions.
- Assist in the coordination of care with external healthcare providers and specialists.
- Equipment and Supplies
- Maintain an inventory of urology-related supplies and reorder as necessary.
- Ensure the proper functioning and calibration of urological equipment.
- Report any equipment malfunctions or issues promptly.
- Compliance and Quality Assurance
- Adhere to all relevant healthcare regulations and protocols.
- Maintain compliance with HIPAA regulations and patient privacy policies.
- Participate in quality assurance initiatives and continuous improvement efforts.
Qualifications
Essential Knowledge, Skills and Abilities:
Knowledge
- Medical terminology and office procedures.
- Grammar, spelling, and punctuation to type from draft copy and review/edit reports and correspondence.
- Basic arithmetic to make calculations, balance/reconcile figures, and make changes accurately.
- Medical assisting tasks including taking vital signs, drawing blood, lab processing, procedure prep, and RX prior authorizations.
- Healthcare systems, regulations, policies, and functions.
- Infection control and safety standards.
Skills
- Operating office equipment.
- Organizational skills: time management, prioritization, multitasking, and problem-solving.
- Basic computer skills.
Abilities
- Type 40 WPM using word-processing software; able to use Microsoft Excel, email, internet, PowerPoint.
- Read, understand, and follow oral and written instructions.
- Sort and file materials correctly using alphabetic or numeric systems.
- Communicate clearly and concisely.
- Establish and maintain effective working relationships with patients, physicians, clinical staff, and the public
Education
High school diploma or GED. Diploma as a medical administrative assistant from an accredited medical vocational course preferred. Certification of CCMA, RMA, or CMA preferred.
Experience
Minimum one year of administrative assistant experience in a medical office setting.
Equipment Operated
Office machinery including computers, cystoscopy scopes/carts, ultrasound machines, autoclave, and instruments for several procedures.
Work Environment
Work performed in an office environment with frequent contact with staff and patients.
Mental/Physical Requirements
Manual dexterity for office machine operation, including computer and clinical equipment; stooping, bending, or standing for extended periods. Stress may be triggered by multiple staff demands and deadlines.