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Surgery Processor Lead Medical Assistant I

It is our goal to provide the finest Orthopaedic care possible. This philosophy requires that all office staff and providers be sensitive and responsive to patients’ needs and preferences. To ensure that we hire and retain the quality of staff needed for implementing our philosophy of service, we have adopted the following job description for this position.

The position requires that the employee be available forty hours per week, and that also the employee be flexible in his/her schedule to provide efficient service for the group. The employee however, will be expected to work no more than five days per week.

Many of the responsibilities require that you have a working knowledge of computers and the ability to learn the proper use of the programs utilized in this office, or those that which may be necessary to meet the needs of the practice.

The hours, pay scale, and benefits will be defined as agreed upon.

BASIC FUNCTION:

Under the supervision of the Office Manager and his/her designees, the Surgery Processor Lead Medical Assistant shall be responsible for assisting their assigned provider in clinic with all aspects of the patients’ visit, coordinating and processing all surgical patients for their provider, and maintaining a full surgical schedule.

RESPONSIBILITIES:

Work is primarily performed in the Clinic located in Arrowhead Orthopaedics’ offices. The duties of the Surgery Processor Lead Medical Assistant are of high volume, and the quality of duties performed is needed to be at a high level. The employee will come into contact on a daily basis with confidential patient files. The Surgery Processor Lead Medical Assistant must be able to handle this information with the highest degree of privacy, discretion, and professionalism. The Surgery Processor Lead Medical Assistant is required to be available to the physician and patients while in clinic, and is only authorized to leave an ongoing clinic with the direct permission by the Office Manager and his/her designees. The Surgery Processor Lead Medical Assistant is responsible for accomplishing the duties set forth below:

General Activities (There may be other duties required of this position not listed below):

1. Ensure that authorization is complete for the patient visit.
2. Ensure that all necessary diagnostic studies and reports are available for the provider to review.
3. Ensure proper documentation in our EMR system for patients’ visits. This includes, but is not limited to, using the appropriate template and completing the history portion including medication, past medical and surgical history, weighing all new and preoperative patients, and taking vitals.
4. Document in EMR any changes in patients’ conditions since last visit.
5. Per the physician’s direction, mark all charges for services rendered and make sure that there is documentation in EMR justifying the charges.
6. Confirm the documentation includes what is necessary for any diagnostic testing or therapy or surgical procedures ordered by the provider, and forward the appropriate authorization.
7. Educate surgical patients of the process and provide contract information for direct communication throughout the process.
8. Act as the liaison between the patient and the provider.
9. Return all patient phone calls and portal messages the same day and document in each patient’s chart any instructions or concerns.
10. Work with the provider’s Patient Services Representative and Office Manager and his/her designees to ensure that the provider is scheduled appropriately.
11. Communicate with front desk staff any delay in the provider’s schedule for the day.
12. Keep exam rooms stocked with medical supplies and linen.
13. Clean and empty rooms of dirty linen and red bag waste daily.
14. Clean dirty instruments and prepare them for sterilization on assigned day each week.
15. Confirm all Surgery orders are complete and accurate, including but not limited to the surgery, equipment, diagnostic studies/labs, clearance, DME, therapy, medications, and/or home health/SNF services.
16. Submit surgery authorizations within 48 hours of receipt.
17. Submit all potential outpatient cases through AASC for approval/denial and cord review.
18. Notify Case Management of all Bundle patients
19. Monitor Surgeon’s surgery schedule, making sure it stays full and patient’s surgeries are accommodated in a timely fashion.
20. Review pending surgery logs with Surgeon, Office Managers and team on a monthly basis (or more frequently as directed by Surgeon or Manager).
21. Comply with all HIPPA laws and requirements. Maintain a compliant workspace and address issues in all areas as they come to your attention (i.e.: Computers not locked down, paperwork visible to Patients, improper communication).
22. Perform other responsibilities as may be called on by the Office Manager and his/her designees.

RELATIONSHIPS:

The Surgery Processor Lead Medical Assistant should observe and conduct the following relationships:

1. The employee shall be responsible directly to the Office Manager and his/her designees. The employee shall report to the Office Manager and his/her designees any progress, reports, requests, concerns, problems, and/or expectations in relation to the responsibilities of the position. Such communication may be verbal or written as deemed necessary by the employee or as directed by the Office Manager and his/her designee.
2. The employee shall interact with other office and clinical staff in the Practice. Such interactions should be collegial, professional, and contributing to the safety and pleasantness of the work environment at Arrowhead Orthopaedics.
3. The employee shall interact with patients, medical groups, adjustors, nurse case managers, hospitals, and Primary Care Physicians and their offices. Such communication should always reflect the total commitment of the office to quality care and customer satisfaction. All communication should be professional and any unresolved conflicts are to be reported to the Office Manager and his/her designees.

This job description in no way states or implies that these are the only duties to be performed by this employee. The Medical Assistant will be required to follow any other instructions and to perform any other related duties as assigned by the supervisor and his/her assignees. Arrowhead Orthopaedics reserves the right to update, revise or change this job description and related duties at any time.

Skill Requirements:

1. The ability to type 40 words per minute.
2. Skill in operating a computer and scanner, as well as software programs including Microsoft Outlook.
3. Telephone etiquette, superior customer service, and professional communication skills are required.
4. Must be flexible and able to multitask in a stressful setting.
5. Education: high school diploma or equivalence.
6. CPR Certification required.
7. 5 years of experience as a Back Office Medical Assistant in an Orthopaedic Medical Office preferred.

Typical Physical Demands:

1. Requires sitting and walking, with daily occasional stooping, reaching, and bending.
2. Occasional lifting up to twenty pounds.
3. Very rarely lifting up to 100 pounds.
4. Hearing must be in the normal range for telephone and personal communication.
5. Requires manual dexterity sufficient to operate keyboards and other office equipment.

Travel Requirements:

This position requires regular travel between the Rancho Cucamonga and Chino Hills locations, as well as occasional travel to the Riverside location.