Certified Medical Assistant (PAE Clinic)

Position Purpose:

The Certified Medical Assistant (CMA) supports the clinical and administrative operations of the PAE program by assisting with patient care, procedure preparation, documentation, inventory management, and front-office coordination. This role ensures a safe, efficient, and patient-centered experience in collaboration with physicians, nurses, and radiology staff.

Position Reports to:

Clinical Leader / Practice Manager

Degree of Supervision Provided to Position:

Medium. Works independently under general supervision with guidance from the Clinical Leader or Practice Manager.

Qualifications, Education, Experience, and Competencies:

Education

• Graduate of an accredited Medical Assistant program
• Certified Medical Assistant (CMA) through AMAA
• One year of experience in a urology setting
• Previous experience working in a clinical medical assistant role
• High School Diploma or GED

Experience

• Minimum of 1 year of experience as a medical assistant
• Experience with insurance verification, eligibility, referrals, and pre-authorizations
• Familiarity with EMR systems and Microsoft Office Suite
• Experience supporting clinical procedures and patient care

• CPR/BLS certification (active)

Skills and Competencies

• Strong communication and interpersonal skills
• Ability to multitask and manage time effectively in a fast-paced clinical environment
• Attention to detail and accuracy in documentation and patient interactions
• Professionalism, empathy, and a commitment to patient-centered care
• Ability to work collaboratively with clinical and administrative teams

• Flexibility and Ability to Multitask
• Stress Management/Composure
• Attention to Detail and Accuracy
• Initiative and Accountability

Internal Relationships (Works Closely With):

Patients, families, physicians, nurses, radiology staff, and other teammates. Must demonstrate professionalism, empathy, and teamwork in all interactions to promote a positive patient and staff experience.

Job Requirements:

Pre-Procedure Setup and Maintenance

• Draw up medications for procedures (e.g., heparinized saline, 1% lidocaine)
• Confirm patient identifiers in C-arm and ultrasound systems; ensure images are saved post-procedure
• Recharge ultrasound equipment between cases
• Maintain a clean and safe environment: replace bedding, sanitize equipment and surfaces, inspect for blood/fluid residue
• Coordinate lunch deliveries for staff when working through lunch

Intraprocedural Responsibilities

• Prepare intraoperative documentation (sedation, materials, agents, times, access)
• Complete variable portions of procedural report as directed by IR during the case
• Circulate additional products as requested by IR and LMRT/RT
• Reposition the C-arm as needed

Post-Procedure Responsibilities

• Assist in transporting patients to the recovery room
• Support nursing staff in cleaning and prepping clinic space and recovery bays
• Perform closing duties (laundry, trash, etc.)

Product and Inventory Management

• Monitor inventory and check expiration dates regularly
• Assist RT in maintaining vendor reference list with contact info, account numbers, and ordering details

Chart Preparation for IR Notes

• Compile pre-procedure information: reason for consult (e.g., BPH, varicocele), medical/surgical history, symptoms
• Include recent labs and imaging reports
• For vascular or cancer imaging, ensure IR has access to view images; request discs/flash drives if needed
• Document referring physician and care team; initiate cardiac clearance in EMR if applicable

Patient Access & Scheduling

• Answer phones and respond to inquiries professionally
• Schedule consults, clinic visits, and procedures in coordination with the clinical team
• Register patients and ensure completion of demographic, insurance, and consent forms
• Relay preparation instructions for procedures, labs, and exams
• Assist patients/families with pre-registration forms and instructions

Referrals & Pre-Authorizations

• Coordinate and process referrals from outside providers
• Verify insurance and obtain pre-authorizations for procedures
• Communicate with payers, providers, and patients regarding insurance requirements
• Inform patients of care costs and collect/post fees as required
• Balance daily financial registers and submit documentation to fiscal department

Administrative Support

• Maintain accurate patient records and update EMR
• Assist with scanning, filing, document management, and billing tasks
• Support front desk workflow and maintain a professional reception area
• Assist with travel coordination and scheduling as needed
• Maintain punctual and reliable attendance

Team Collaboration

• Collaborate with nurses, radiology staff, and physicians to support clinic operations
• Provide coverage for other administrative functions as needed
• Support a collaborative, patient-centered environment
• Perform other duties as assigned

Environmental Conditions

Indoor, climate-controlled clinical environment with potential exposure to blood, body fluids, infectious disease, chemicals, and equipment-related hazards.