Medical Assistant/Scribe

Department: Clinical Department

Classification: Full-Time — 40 hours/week

Schedule: Monday – Friday, 8:00 AM – 5:00 PM (or 4 days x 10 hours)

Reports To: Office Manager / Assistant Office Manager

FLSA Status: Non-Exempt

POSITION SUMMARY

At Clear Choice Dermatology, the Medical Assistant/Scribe is a cornerstone of our patient-centered care model. This dual-role position blends hands-on clinical support with precise documentation expertise. In the Medical Assistant capacity, you will room patients, assist providers during dermatological procedures, and ensure every patient experience reflects our commitment to excellence. In the Medical Scribe capacity, you will manage real-time EHR documentation, coordinate referrals, and support the administrative functions that keep our clinic running seamlessly. Your work directly enables our providers to focus on what matters most — delivering outstanding dermatological care to every patient who walks through our doors.

CORE RESPONSIBILITIES

Patient Care & Clinical Support

• Escort patients to exam rooms; obtain history, chief complaint, and vital signs with a warm, professional demeanor that reflects Clear Choice Dermatology's care standards
• Review HMO authorizations and biopsy/lab results prior to provider entry to ensure every visit is prepared and efficient
• Assist with dermatological procedures including biopsies, excisions, ED&C, cryotherapy, laser surgery, allergen patch testing, suture removals, and PDT
• Educate patients on treatment plans, prescribed medications, post-procedure care, and follow-up expectations
• Document all visit information in the EHR in real time, ensuring accurate billing codes are generated before patient discharge
• Schedule follow-up appointments and enroll eligible patients (including melanoma patients) into the appropriate recall systems
• Escort patients to checkout and coordinate any recommended retail product recommendations

Medical Scribe & Documentation

• Accurately capture medical visits in real time — including history, physical exam findings, procedures performed, diagnoses, prescriptions, and patient instructions
• Prepare referral letters, operative reports, and provider correspondence with attention to detail and professional tone
• Identify and flag documentation inconsistencies; ensure all addenda are reviewed and signed off by the treating physician
• Verify that clinical data, lab results, and physician interpretations are entered accurately and completely
• Proofread and quality-check medical documents for accuracy, spelling, and grammar before finalization
• Collect and organize data for MIPS/quality reporting; monitor and track patient follow-up compliance

Administrative & Communication

• Triage and respond to patient calls, tasks, intramails, emails, faxes, and refill/prior authorization requests by end of each business day
• Submit and track prior authorizations using Cover My Meds / EMA; complete biologic authorizations within one week of submission
• Contact surgery patients the week prior to their procedure to review pre-op requirements and precautions; follow up the day after surgery to assess recovery
• Maintain the pathology/lab results log; contact patients with results within 2 business days of plan documentation
• After three unreachable contact attempts, notify the provider and send a certified no-contact letter
• Coordinate referrals using CCD and close the referral loop via MIPS report upon confirmation from the referred provider
• Report melanoma cases to the cancer registry and maintain the melanoma recall system

Facility & Supply Management

• Stock, clean, and organize all exam rooms after each patient; conduct full room inventory every Friday
• Clean and sterilize instruments daily; operate and log autoclave cycles; manage sharps container replacement
• Complete purchase orders for clinical supplies; reconcile incoming shipments against packing slips
• Maintain all required compliance logs: melanoma, autoclave, eyewash, refrigerator, culture, and Henry Schein
• Update eyewash station and refrigerator logs during the first week of each month; post monthly promotions/specials in exam rooms

DAILY STRUCTURE

Morning

• Open the office: power on computers, set up exam rooms, unlock supply closets and Botox refrigerator, and fill liquid nitrogen
• Triage and action voicemail, tasks, intramails, emails, and incoming faxes before the schedule begins
• Room first scheduled patients; confirm HMO authorizations and review any outstanding biopsy or lab results

During the Day

• Room patients in appointment order; ensure all documentation is completed and charts closed before the patient is discharged
• Handle incoming calls, faxes, medication authorizations, prescription refills, and biologic requests in a timely manner
• Perform nurse-scheduled procedures as assigned (suture removals, PDT, patch testing, wound checks, etc.)
• Maintain instrument cleanliness and back-office organization throughout the clinic day

End of Day

• Return all messages, tasks, and faxes; submit any outstanding lab requisitions and specimens
• Log biopsies, close open charts, and review the next day's schedule for pending HMO authorizations
• Clean and return exam tables to flat position; restock rooms; complete purchase orders as needed
• Launder and fold linens; clean and package instruments; run autoclave; prepare surgery packets and fill syringes for the following day
• Charge iPads, power down electronics, secure the Botox refrigerator and all storage areas, and lock the office

WEEKLY & MONTHLY TASKS

Every Friday

• Conduct full room inventory and restock all supplies; clean and organize cabinets; refill patient education brochure holders
• Clean autoclave; update all compliance logs; place specimens in the outgoing box; place supply orders

Monthly — First Week

• Update eyewash station and refrigerator logs
• Post monthly specials and promotions in each exam room
• Conduct room inspections for OSHA and practice compliance standards

Weekly Reports

• Review and finalize all outstanding provider notes
• Review and update the cancer log
• Scan completed logs to the appropriate shared network folders
• Complete MIPS reporting: Biopsy Follow-Up, Melanoma Recall, Melanoma Coordination of Care, and Referral Loop Closure