General Information

Job Description MED AST 1 Working Title Medical Assistant / Patient Care Coordinator (Pediatrics - La Quinta, CA)
Job Code 008993 Grade
Department Name Clinical Affairs - D02007 Department Head Krystal Rivas
Supervisor Dolores Molina Effective Date 02/27/2023
Position(s) Directly Supervised
Job Code Title FTE

Department Custom Scope
This position performs medical, technical, and administrative support services to contribute to the efficient day-to-day operations, providing a positive patient experience. Clinical duties may include escorting patients to exam rooms, taking and recording vital signs and medical histories, preparing patients for examination, assist in procedures, and other duties as directed by physician. Provides administrative support to the providers and interacts with patients by scheduling patient appointments in tandem with the provider availability, interacts with patients in person and on the phone, answers clinic phone, greets patient at check-in, collects patient information, updates/maintains electronic records, insurance verification, handles visit payments, ensures the clinic has needed inventory for operation, and performs clerical tasks. Secure authorizations for incoming and outgoing referrals. This position will be primarily assigned to the La Quinta, CA clinic; but on occasion may float to various UCR Health clinic locations in an emergent / crisis situation. The clinic staff work staggered shifts between the hours of 0745 and 1800; staff rotate schedules on a regular basis.

Education & Experience Requirements

Education Requirements
Degree Requirement
Medical Assistant Diploma. Required

Experience Requirements
Experience Requirement
Experience working in an environment performing tasks related to front and back office duties related to this position. Preferred
Experience using standard exam room medical equipment and computers. Preferred
Experience working in a pediatrics, primary care, or multi-specialty clinic. Preferred

License Requirements

Certification Requirements
Certification Requirement
Basic Life Support (BLS) certification. Required
Current Medical Assistant Certification. Preferred

Educational Condition Requirements
Condition Requirement
In lieu of a MA diploma may have a Certificate of Competency with written evidence to validate training and competency as a medical assistant (i.e., certification of completion of a medical assistant training program, or a letter from supervising physician). Required

Key Responsibilities

Description % Time
Rooming patients: Determining the chief complaint and documenting it in the patient's electronic medical record with close attention to accurate use of medical terms. Interviews patient to record medical history/information, measure vital signs, weight, and height, and records information in the electronic medical record. Prepare treatment rooms for patient examinations and procedures, keeping the rooms neat and clean and stocked with necessary supplies. Interview patients to obtain medical information and measure their vital signs, weight, and height. Show patients to examination rooms and prepare them for the physician. Assisting with treatments and exams, including but not limited to minor dressing changes; suture removal; staple removal and injections. Explain treatment procedures, medications, diets, or physicians' instructions to patients.
Patient referrals / orders: coordinates internal/external referrals and orders between providers and ancillary services (lab, imaging, testing). Generates authorization for approval from the payor. Researches what facility the patient should go to based on the payor and if any pre-authorization is required. Prints and communicates to patient the needed information to fulfill the referral/order.
Front Office Support (Phones-Appointment and Insurance Verification): Answers the clinic main phone line and assist callers, screen patient calls, handle complaints, retrieve and process voice messages. Ensures the answering service is used appropriately, activated when office is closed and inactivated when present. Schedules appointment for patients, based on provider availability. Reschedules patient appointments at the request of the patient and/or provider. Optimizes patients' satisfaction, provider time, and treatment room utilization by scheduling appointments in person or by telephone. Keeps patient appointments on schedule by notifying provider of patient's arrival; reviewing service delivery compared to schedule; reminding provider of service delays; and keeps in regular communication with patients to inform them of delays. Escorts patients to the room where they will meet the provider. Verifies insurance coverage and obtains insurance authorization for appointment and care plan. Reviews and maintains patient accounts, secures financial arrangements on self-pay balances prior to and during patient appointments, verifies and pre-registers patients and responds to patient inquiries regarding billing and insurance. Contacts patients with self-pay or outstanding balances to ensure appropriate financial arrangements.
Front Office (Patient Welcome): Provides a warm welcome with appropriate etiquette to patients and visitors by greeting in person or on the telephone and answering or referring inquiries. Educates on the clinic services and the provider?s background. Responds to patients', prospective patients, and visitor inquiries in a courteous manner. Comforts patients by anticipating patients' anxieties; answering patients' questions; maintaining the reception area. Collects co-pays for visits and reconciles deposits.
Inventory Control and Office Maintenance: Monitor Medical Supplies inventory; consult with supervisor regarding items needed. Maintain the supply room in an orderly fashion, so that supplies are easily located, and storage space is maximized. Monitors office equipment. Maintains business office inventory and equipment by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies; scheduling equipment service and repairs. Cleaning and Sterilization: Clean and sterilize instruments and dispose of contaminated supplies. Clean exam rooms, workstations, and equipment as necessary.
Electronic Medical Record (EMR) Maintains patient accounts by obtaining, recording, and updating personal, financial, and compliance information into the Electronic Medical Record (EMR). Assists providers and patients with access and navigation to the patient portal. Communication: Monitor and respond to messages in the EMR in-baskets.
Policies and Procedures: Protects patients' rights by maintaining confidentiality of personal and financial information. Maintains operations by following policies and procedures; reporting needed changes. Protects patient confidentiality by making sure protected health information (PHI) is secured by not leaving PHI in plain sight and logging off the computer before leaving it unattended.
Laboratory Collection and Processing: Perform routine laboratory tests and sample analyses. Collect blood, tissue, or other laboratory specimens, log the specimens, and prepare them for testing. Retrieves lab and test results as needed and uploads to the medical record. Ensures process is followed for physician review.
Medication Administration and Prescriptions: Process prior authorization for medication request form and keep detailed, organized record of approvals and/or denials. Prepare and administer medications under the supervision of physician or RN. In tandem with physician, authorize drug refills and provide prescription information to pharmacies.
Other duties as assigned.

Knowledge, Skills & Abilities

Knowledge/Skill/Ability Requirement
Ability to work well in a constantly changing environment. Required
Strong interpersonal skills. Required
Must possess the skill, knowledge, and ability essential to the successful performance of assigned duties. Required
Understanding of medical terminology. Required
Must demonstrate customer service skills appropriate to the job. Required
Strong oral and written communication skills to effectively communicate with patients of varying ages and multicultural backgrounds. Required
Familiarity with universal precautions, handling of bio-hazardous waste, specimen identification and transport. Required
Ability to maintain a work pace appropriate to the workload. Required
Bilingual-English/Spanish. Preferred

Special Requirements & Conditions
Special Condition Requirement
Flexibility to work at various clinic sites in the inland empire and different work shifts, including evenings, weekends, and holidays. Travel will be required between clinical sites, administrative offices, campus, and other settings. Required
Overtime Required
Shift Work (hours outside standard Mon-Fri 8AM-5PM work hours) Required
To administer injections or provide venipuncture, must have written evidence of validation for training and competence in medication administration by injecting and skin testing. Required

Other Special Requirements & Conditions

Level of Supervision Received


Working Environment
Medical Center/Clinic

Other Requirements

Items Used
  • Blood Pressure Machine
  • Autoclave
  • Stethoscope
  • Thermometer
  • EKG Machine
  • Ultrasound Equipment
  • EEG Machine
  • Pulse Oximetry
  • Standard Office Equipment
  • Liquid Nitrogen

Physical Requirements
  • Bend : Occasionally
  • Crawl : N/A
  • Climb : N/A
  • Squat : Occasionally
  • Walk : Frequently
  • Other : Must be able to lift up to and push / pull 50 pounds. Must be able to assist patients with mobility during rooming patients and in preparation for exams/procedures. Able to respond to assist in emergency scenarios; administer CPR.
  • Stand : Frequently
  • Sit : Occasionally

Mental Requirements
  • Write : Frequently
  • Communicate Orally : Frequently
  • Reason & Analyze : Occasionally
  • Read/Comprehend : Frequently
  • Perform Calculations : Occasionally

Environmental Requirements
  • Drives motorized equipment : No
  • Works in confined quarters : No
  • Is exposed to excessive noise : No
  • Is around moving machinery : No
  • Is exposed to marked changes in temperature and/or humidity : No
  • Fumes : No
  • Dust : No

Critical Position

Is Critical Position: Yes

More Information

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