Medical Assistant 3

JOB SUMMARY

Under supervision of the Women’s Health Nurse Director and LVN Supervisor, guided by policies and procedures of the Ambulatory Services, and in collaboration with the Clinical Nursing Staff, the Hospital Assistant III assists in the delivery of care to patients in the Women’s Health clinics and Menopause Program. Work includes a variety of personal care and clinical procedures including assuring positive care outcomes. They will perform assigned patient care and laboratory procedures in support of the patient care services provided to patients within the practices. They are required to learn and be able to assist in clinical functions and procedures. They are required to adhere to the Telephone and House Standards as adopted by the Medical Center, as well as demonstrating UCSF’s PRIDE values and the AIDET fundamentals of communication in all patient care and stakeholder interactions.

REPORTING RELATIONSHIPS

Supervises no staff

DUTIES & ESSENTIAL JOB FUNCTIONS

% 

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

 20

Yes

Monitors patients flow in and out of the clinic. Obtains patient’s vital signs, height, weight, pain screening, and documentation of chief complaints, and may room the patient. Utilizes ApeX for documentation within the scope of practice of a Medical Assistant.

Clinical

1. Rooms patients from the waiting room 
2. Completes bed turnover 
3. Performs routine clinical functions and documents in patient chart, including but not limited to vital signs, height, weight, pain screening, health care maintenance review, creating pregnancy episodes in a patient’s chart, and documentation of chief complaints.
4. Abstracts patient information into the patient medical record
5. Documents use of interpreter as appropriate.  Work with interpreting services to facilitate interpreter participation for medical appointments in person, by phone, or by video (if available).
6. Assists Nurses and Providers and patients in preparation for exam and/or procedures.
7. Successfully completes all appropriate competencies to perform or assist with procedures as required for department specialty and determined by the Administrative Nurse or Administrative Director--which may include but not limited to:
   1. Sets up exam room for provider to perform pelvis examination
   2. Sets up exam room for provider for OBGYN procedures, such as manual uterine aspiration, hysteroscopy, cystoscopy, and urodynamic testing. 
8. Acts as chaperone for patients during examination with medical provider as needed.
9. Works as an internal float for department as requested by supervisor.
10. Transports patients as directed and ensures their safety, this may include to Inpatient OB ED.
11. Monitors patient flow in and out of the clinic.
12. Obtains specimens and performs simple Point of Care Testing as directed.  Including QA/QC and EKGs.
13. Pends appropriate orders for patients with overdue health maintenance 
14. Obtains specimens and performs simple laboratory procedures conforming to all policies and procedures related to specimen handling and processing.
15. Participates in updating mandatory logs (i.e., temperature log, disaster cabinet log, crash cart log).
16. Performs clinical activities in an accurate and timely manner.
17. Assists physician staff in writing and sending out patient communications.
18. Complies with all Ambulatory Services and Medical Center policies and   procedures for infection control, safety, administrative and clinical practice.  Complies with activities mandated by JCAHO/Title 22.
19. Ensures all medication cabinets remain locked at all times.
20. Prepares and pends orders within Epic/Apex for provider approval (examples:  Mammograms, Vaccines, GBS)
21. S/he is a strong team player, has a dedicated work ethic, and is willing to learn and adapt to new tasks when asked.  S/he is comfortable building rapport with patients quickly and is able to work effectively with and without supervision and remain calm and friendly in all interactions with patients
22. S/he leads by example in the areas of professional appearance, demeanor and body language, making eye contact with patients and smiling

S/he is facile at using the resources available within the OBGYN Practices

 20

Yes

Assists nurses and providers in preparation for exams and/or equipment (i.e. biopsy/PAP)

 5

Yes

Assists with procedures as required for the department specialty and determined by the Clinical Manager or Nurse Director

 20

Yes

Performs in basket functions identified as area of responsibility related to patient’s messages, labs, authorizations and other tasks 

Communication                                                                                                   

1. Demonstrates courtesy, common sense and follow through in all telephone communications, maintaining the Medical Center Telephone Standards.

2. Ensures a professional and helpful working environment by upholding the House Standards as adopted by the Medical Center.
3. Demonstrates Everyday PRIDE values and the AIDET fundamentals of communication in all patient care stakeholder interactions.
4. Notifies providers of patient delays and service issues.  Acts as an advocate for patients by helping to facilitate provider punctuality to maintain optimal clinic schedules. 
5. Communicates provider delays to front office team and makes regular announcements to patients in waiting room or exam room as needed when delays are over 30 minutes.
6. Shares pertinent information and observations with other health team members through appropriate communication venues (e.g., updating Team Huddle Board, initiating and leading Team Huddles). 
7. Identifies and communicates problems to the nursing staff or appropriate supervisor.
8. Offers suggestions for changes or improvement in clinic/practice operations.
9. Participates in identifying the educational needs of patients and provides them with the available resources that are necessary to make informed decisions. Such as flyers, EMMI videos, and other educational material. 
10. Assist patients with issues and complaints utilizing conflict management skills.

11. Utilizes Electronic Health Record (APEX) for documentation within the scope of practice of a Hospital Assistant which may include but not limited to: 

    1. Documentation of vital signs, height, weight and pain scale.

    2. Enters patient chief complaint and history (i.e. tobacco/family hx/ med/surg/social)

    3. Enters patient reported medications and allergies.

    4. Orders & signs POCT with signed protocol.

    5. Documentation of POCT results.

    6. Enters & “pends” scripted orders from provider.

    7. Opens a Medication Refill Encounter for provider.

    8. Schedules practice and follow-up appointments, laboratory, radiology, and other testing as ordered by providers. 

    9. Opens telephone encounters.

    10. Opens staff messages.

Communications are grammatically correct and contextually appropriate.

 5

Yes

Act as chaperone as needed for medical providers. Notifies providers of patient delays and service issues. Advocates for patients by helping facilitate provider punctuality. Communicates provider delays to front office team and assist patients with issues and complaints utilizing conflict management skills. Shares pertinent information and observations with other health team members.

 20

Yes

Other duties as assigned such as completing referrals to other providers as ordered by the physician, obtaining authorizations from insurers for medications, and assisting the physician staff in writing and sending out patient communication

Clerical Responsibilities

1. Schedules established patient appointments using tools such as Apex / Cadence and completes registration of patients
2. Upholds UCSF policy regarding the maintenance and confidentiality of the medical records
3. Prepare all paperwork and files for patient visits
4. Utilizes legacy systems and Apex to retrieve pertinent patient data
5. Follows practice procedure for follow-up of missed appointments
6. Covers Apex in-baskets and phone messages when other members of the team are absent
7. Performs chart abstraction to correct any erroneous medical information in the electronic medical record system
8. Routes messages through APEX to providers and team members

Obtains insurance authorizations for procedures, visits and medications as needed

 5

Yes

Maintains clean, well-stocked exam rooms. Responsible for ordering and maintaining supplies. Maintenance of lab equipment and supply standards as directed by nursing staff or appropriate supervisor. 

 5

Yes

Perform other related duties as needed, and travel to all Women's Health locations as needed. 

Operations Maintenance

1. As requested, prints results for providers
2. Schedules complex procedures and coordinates services for patients 
3. Adheres to infection control procedures as outlined in the Infection Control Manual
4. Participates in various QI and Customer Service initiatives, outcome data collection from procedures, etc.
5. Act as a back-up to other care team members as needed
6. Maintains clean, well-stocked exam rooms, team rooms and lab. Responsible for ordering and maintaining supplies, maintenance of lab equipment.

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

LIVING PRIDE STANDARDS

Service Excellence

• Demonstrates service excellence by following the Everyday PRIDE Guide with the UCSF Medical Center standards and expectations for communication and behavior.  These standards and expectations convey specific behavior associated with the Medical Center’s values: Professionalism, Respect, Integrity, Diversity and Excellence, and provide guidance on how we communicate with patients, visitors, faculty, staff, and students, virtually everyone, every day and with every encounter. These standards include, but are not limited to: personal appearance, acknowledging and greeting all patients and families, introductions using AIDET, managing up, service recovery, managing delays and expectations, phone standards, electronic communication, teamwork, cultural sensitivity and competency.   

• Uses effective communication skills with patients and staff; demonstrates proper telephone techniques and etiquette; acts as an escort to any patient or family member needing directions; shows sensitivity to differences of culture; demonstrates a positive and supportive manner in which patients / families/ colleagues perceive interactions as positive and supportive. Exhibits teamwork skills to positively acknowledge and recognize other colleagues and uses personal experiences to model and teach Living PRIDE standards. 

• Exhibits tact and professionalism in difficult situations according to PRIDE Values and Practices

• Demonstrates an understanding of and adheres to privacy, confidentiality, and security policies and procedures related to Protected Health Information (PHI) or other sensitive and personal information.

• Demonstrates an understanding of and adheres to safety and infection control policies and procedures.

• Assumes accountability for improving quality metrics associated with department/unit and meeting organizational/departmental targets. 

Work Environment

• Keeps working areas neat, orderly and clutter-free, including the hallways.      Adheres to cleaning processes and puts things back where they belong. Removes and reports broken equipment and furniture.

• Picks up and disposes of any litter found throughout entire facility. 

• Posts flyers and posters in designated areas only; does not post on walls, doors or windows.

• Knows where the Environment of Care Manual is kept in department; corrects or reports unsafe conditions to the appropriate departments. 

• Protects the physical environment and equipment from damage and theft.

OTHER FUNCTIONS AND RESPONSIBILITIES

Duties listed in this section are not essential or intrinsic to the job but are performed at times.

Please list:

• Performs other duties as assigned.

• Attends classes, workshops and staff meetings applicable to practice needs. Shares information from the programs attended. 

• Contributes to the orientation and learning experiences of the other members of the team.

• Complies with work related policies, such as dress code, use of benefit time, and certifications.

• Check all expiration dates of supplies, medications, 

• Centering Pregnancy Co-Facilitator

• Completion of all annual competency testing and medical center training

REQUIRED QUALIFICATIONS

• This position requires flexibility to orient and work at all UCSF Health locations.

• Certification from an approved Medical Assistant Program; or equivalent combination of training and experience

• Knowledge and abilities essential to the successful performance of the duties assigned to the position

   

PREFERRED QUALIFICATION

Please list

• Familiarity with Epic 

• Demonstrated fluency in Spanish or Chinese language: speaking, reading and writing

• OBGYN experience

• Experience collecting and entering data, identifying errors and missing information, and performing basic analysis 

• Experience working with the public, preferably in a medical/hospital/clinic environment

REQUIRED LICENSES/CERTIFICATIONS

Please list

• Current American Heart Association CPR Certification

POPULATIONS SERVED

Adolescent        

Adult  

Geriatric