Experience the highest level of appreciation at UM Baltimore Washington Medical Center — named Top Workplace in the Baltimore area by The Baltimore Sun two years in a row (2019 & 2020); Top Workplace in the USA for 2021! As part of the acclaimed University of Maryland Medical System, our facility is one of three ANCC Pathway to Excellence® designated hospitals in Maryland. UM BWMC features one of the state’s busiest emergency departments, as well as a team of experts who care for our community and one another. The University of Maryland Baltimore Washington Medical Center (UMBWMC) provides the highest quality health care services to the communities we serve. Our medical center is home to leading-edge technology, nationally recognized quality, personalized service and outstanding people. We have 285 licensed beds and we’re home to 3,200 employees and over 800 physicians. Our expert physicians and experienced, compassionate staff are connected to medical practices in the local community as well as at University of Maryland Medical Center in downtown Baltimore. For patients, this means access to high-quality care and research discoveries aimed at improving Maryland’s health. Our physicians and nursing staff specialize in emergency, acute, medical-surgical and critical care. In addition, our medical center is home to many Centers of Excellence, offering expert outpatient health care.

General Summary

Under general supervision, the Float Medical Assistant will be responsible for a variety of functions as they relate to front and back offices duties as well as patient referrals, patient care and medical records in the various clinics where help is required. Percentage of time in each function will vary according to the patient caseload and business need of Baltimore Washington Medical Center (BWMC).

Principal Responsibilities and Tasks

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. These are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

• Office Assistant Function:
  • Greets patients courteously and promptly.
  • Assures that all patients are registered and that all demographic information is updated.
  • Verifies patient insurance information and updates in the system.
  • Assures all patients paperwork is correct and put in the patients chart for the physicians.
  • Batches up encounters and process for the billing department daily.
• Referral Function:
  • Performs all data entry, ICD10 CM coding of outpatient referrals. Reviews all outpatient referrals for benefit coverage, eligibility and appropriate providers for various managed care contracts in timely and efficient manner.
  • Serves as a contract resource for providers and staff. Attends meetings and managed care training sessions as necessary to support managed care contracts.
  • Answers telephone referral requests and coordinates authorization process with payers and providers. Reviews pending claims for authorization and coordinate resolution of payment with Managers.
  • Maintains adequate supply of referral forms and manuals to meet the needs of patients and staff.
• Medical Assistant Function:
  • Gathers and documents brief history and chief complaint in the medical record. To include medication documentation, and other orders as instructed by the practice. Follows established guidelines to obtain necessary testing based on the chief complaint prior to the exam. Prepares patient for examination by the health care provider. This includes taking vitals, blood pressure and temperature.
  • Performs routine office testing, including but not limited to; urinalysis, vision testing, hearing screening, pulmonary function testing, temperature, pulse and blood pressure. Obtains necessary blood and urine specimens.
  • Assists provider with procedures and minor surgical procedures. Administers and documents injections and other medications given. Sterilizes all reusable instruments and equipment as needed.
  • Assists provider with clarification of patient instruction such as, diagnostic test preparation, and medication administration.
  • Maintains necessary supplies in clinical area.
• Medical Records Function:
  • Assembles patient medical records, portions of medical records and loose reports/documents in pre-established filing order preparing them for filing according to specific practice guidelines. Files individual patient reports into appropriate medical records.
  • Files medical records in the established order, generally terminal digit, in the appropriate file locations.
  • Assigns medical record numbers for new patient records by searching for old/existing medical record number or creating a new one.
  • Handles, and refers as appropriate, telephone calls and walk-in requestors, e.g. visitors, patients and physicians requesting medical record information, and correspondence information.
  • Follows UMMS and departmental policies and procedures, as well as relevant medical records regulations, with particular respect to medical records and release of patient information.
• Performs related duties as required.

Education and Experience

• High School Diploma or equivalent (GED) is required.
• Completion of an accredited Medical Assistant Program is required. Nursing Assistant Certification will be accepted in lieu of the Medical Assistant course certificate. Additional course work in medical terminology, date entry, ICD-10 coding preferred.
• CPR certification is required.
• One to two years’ experience in a physician practice is required.

Knowledge, Skills and Abilities

• Knowledge of CRT data entry required. Knowledge of applicable PC software preferred; ability to learn required. Ability to operate routine office equipment
• Knowledge of terminal digital filing, telephone etiquette and organization skills for tracking medical records and maintaining a fast-paced work environment.
• Effective oral and written communication skills are necessary to work with practice staff in a courteous and effective manner when responding to requests.
• Must be willing to rotate between all BWMC sites for PRN coverage as determined by manager, using own mode of transportation.

Working Conditions

• Weekend, shift work, holiday, on-call, and overtime may be required.
• Work is primarily performed in a physician practice environment involving a high volume of public contact.
• Work requires lifting of medical records up to 25 pounds, approximately 20% of the time, and walking and standing approximately 75% of the time.
• Potential exposure to body fluids due to patient contact.

Patient Safety

Ensures patient safety in the performance of job functions and through participation in facility, department or unit patient safety initiatives.

• Takes action to correct observed risks to patient safety.
• Reports adverse events and near misses to appropriate management authority.
• Implements policies, procedure, and standards consistently in the performance of assigned duties.
• Develops effective working relationships and maintains good communication with other team members.
• Identifies possible risks in processes, procedures, devices and communicates the same to those in charge.