Classification Standard
Medical Office Assistants perform clinical, laboratory and clerical support activities in hospital ambulatory services, outpatient clinics and laboratories. Incumbents assist the physician or other hospital/medical personnel in preparing patients for examinations, recording vital patient data and performing standardized routine laboratory procedures such as phlebotomy, patient specimen collection and specimen processing. Incumbents also perform routine clerical activities such as patient reception, accessioning tests and producing reports, answering telephones, and scheduling appointments.
Non-supervisory; performs clinical and/or laboratory duties at least 50% of the time in accordance with prescribed procedures.
Medical Office Assistants function under the direct supervision and guidance of nursing personnel, physicians and other medical and laboratory personnel in the performance of assigned duties. The supervisor oversees and/or instructs in how to perform unusual or special procedures/techniques, spot-checks work and provides overall direction, control and guidance. Unusual findings and/or conditions are referred to the supervisor for review, confirmation and further investigation.
Clinical activities:
‾ Prepares patient for exam or laboratory test. Answers routine questions relative to procedures and assists physician with the examination process, including chaperoning patients during clinical exams. Accurately records the patients stated reason for visit, recent medical problem(s) and other information as required.
‾ Obtains and records patient information such as weight, height, blood pressure, and vital signs. Performs various routine laboratory techniques such as dipstick urines, fingerstick glucose, etc., and performs additional screening such as vision testing as required.
‾ Processes medical orders and health care provider orders in accordance with established policy and in accordance with the documents in the patients medical record. These include scheduling follow-up appointments, entering lab information into the computer system, performing simple, non-sterile dressing changes and other duties that do not involve use of professional judgment, critical thinking, or provision of skilled care.
‾ Assists patients with ambulatory difficulty. Escorts/transports patients to other areas.
‾ Reviews all relevant information with patient, prepares and distributes patient information packets relating to the nature of the specific illness and/or medical procedure and may instruct patients in regard to medications and special diets.
‾ Calls in orders for additional testing as authorized by physician or other licensed medical personnel.
‾ Performs routine tests such as EKGs and oximetry.
‾ Summons assistance in emergency situations and obtains needed equipment.
‾ Cleans, prepares and sterilizes instruments according to established procedures and disposes of contaminated supplies in accordance with established procedures.
Laboratory activities:
‾ Performs patient phlebotomy which involves identification of draw site and specimen requirements. Utilizes Universal Precautions in specimen collection on adult and pediatric patients when performing venipuncture, macro and microsampling, proper disposal of used equipment, and transporting patient specimens to lab.
‾ Centrifuges patient specimens/balance tubes. Subdivides specimens and determines which specimens must be sent to outside laboratories. Identifies unsatisfactory specimens (clotted, hemolyzed, QNS, etc.).
‾ Operates a variety of laboratory equipment (i.e., centrifuges) using standardized procedures in the preparation of sample material for testing, and records results in patients medical records or in computer.
‾ Follows up on unidentified or misidentified patient labeling, missing specimens or requisitions, or inappropriate and/or duplicate test orders.
Clerical activities:
‾ Answers phones, screens and routes calls as appropriate. During initial telephone triage, must be able to identify severity of patients medical condition in order to know whether or not patient can be seen in clinic, physicians office or must be referred to emergency room. Elicits accurate information and records it according to prescribed protocol.
‾ Responds to telephone inquiries from physicians, nurses, or other medical personnel regarding patient information and/or test results. Answers routine patient questions related to scheduling, billing, and additional testing that has been ordered, etc.
‾ Performs patient reception, monitors patient flow, schedules appointments, including return visits or additional laboratory tests, and provides necessary patient visit instructions. Handles appointment changes.
‾ Accessions laboratory test from requisition. Using hospital CAIS and/or Pathology Laboratory Information System, enters proper patient and ordering clinician demographic information, enters appropriate laboratory tests, and generates bar code labels with patient and test information.
‾ Registers and/or enters patient information into computer database, which includes patient demographics, on-line charge entry, etc.
‾ Checks insurance eligibility and, as needed, obtains prior approval from insurance companies. Determines required co-payments, collects patient payments and provides receipts.
‾ Reviews and processes patient charges by reviewing encounter tickets containing CPT codes and entering the codes and charges into the computer system.
‾ Prepares daily patient scheduling reports.
‾ Processes incoming and outgoing mail and reports. Prepares routine patient related correspondence.
‾ Performs patient specimen processing which includes initiating calls to the appropriate party to obtain correct information or specimen, identification of specimen, labeling specimen, and data entry of patient information into computerized system. Prepares specimens for transportation and may transport specimens to appropriate laboratory.
‾ Maintains stock of patient care area, conducts inventory and reorders medical and office supplies based on established requirements.
‾ Prepares and reviews the medical records ensuring that all required patient information is accurate and available.
‾ Routes patient correspondence and information as required.
Medical Office Assistants have frequent oral communication with patients and their families for the purpose of obtaining or eliciting information. They also have daily contact with physicians, laboratory and medical personnel in the performance of routine clinical, laboratory and clerical activities. They regularly confer with medical and/or other professional staff regarding procedures and processes.
1) Completion of an accredited Medical Assistant Program which is a minimum of one year in duration; OR
2) completion of an accredited Medical Assistant Program which is less than one year in duration AND post Medical Assistant Program experience in a clinical/health care setting that together equals at least one year; OR
3) license, limited permit or eligible for a limited permit to practice as a Practical Nurse in New York State or Licensed Practical Nurse certification.
Date: 10/02
NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all of the work that might be appropriately performed by a class. The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.