Medical Assistant/Scribe

Medical Assistant/Scribe - Clear Choice Dermatology, West Linn, ORDepartment: Clinical DepartmentClassification: Full-Time — 40 hours/weekSchedule: Monday – Friday, 8:00 AM – 5:00 PM (or 4 days x 10 hours)Reports To: Office Manager / Assistant Office ManagerFLSA Status: Non-ExemptPOSITION SUMMARYAt 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 RESPONSIBILITIESPatient Care & Clinical SupportEscort patients to exam rooms; obtain history, chief complaint, and vital signs with a warm, professional demeanor that reflects Clear Choice Dermatology's care standardsReview HMO authorizations and biopsy/lab results prior to provider entry to ensure every visit is prepared and efficientAssist with dermatological procedures including biopsies, excisions, ED&C, cryotherapy, laser surgery, allergen patch testing, suture removals, and PDTEducate patients on treatment plans, prescribed medications, post-procedure care, and follow-up expectationsDocument all visit information in the EHR in real time, ensuring accurate billing codes are generated before patient dischargeSchedule follow-up appointments and enroll eligible patients (including melanoma patients) into the appropriate recall systemsEscort patients to checkout and coordinate any recommended retail product recommendationsMedical Scribe & DocumentationAccurately capture medical visits in real time — including history, physical exam findings, procedures performed, diagnoses, prescriptions, and patient instructionsPrepare referral letters, operative reports, and provider correspondence with attention to detail and professional toneIdentify and flag documentation inconsistencies; ensure all addenda are reviewed and signed off by the treating physicianVerify that clinical data, lab results, and physician interpretations are entered accurately and completelyProofread and quality-check medical documents for accuracy, spelling, and grammar before finalizationCollect and organize data for MIPS/quality reporting; monitor and track patient follow-up complianceAdministrative & CommunicationTriage and respond to patient calls, tasks, intramails, emails, faxes, and refill/prior authorization requests by end of each business daySubmit and track prior authorizations using Cover My Meds / EMA; complete biologic authorizations within one week of submissionContact surgery patients the week prior to their procedure to review pre-op requirements and precautions; follow up the day after surgery to assess recoveryMaintain the pathology/lab results log; contact patients with results within 2 business days of plan documentationAfter three unreachable contact attempts, notify the provider and send a certified no-contact letterCoordinate referrals using CCD and close the referral loop via MIPS report upon confirmation from the referred providerReport melanoma cases to the cancer registry and maintain the melanoma recall systemFacility & Supply ManagementStock, clean, and organize all exam rooms after each patient; conduct full room inventory every FridayClean and sterilize instruments daily; operate and log autoclave cycles; manage sharps container replacementComplete purchase orders for clinical supplies; reconcile incoming shipments against packing slipsMaintain all required compliance logs: melanoma, autoclave, eyewash, refrigerator, culture, and Henry ScheinUpdate eyewash station and refrigerator logs during the first week of each month; post monthly promotions/specials in exam roomsDAILY STRUCTUREMorningOpen the office: power on computers, set up exam rooms, unlock supply closets and Botox refrigerator, and fill liquid nitrogenTriage and action voicemail, tasks, intramails, emails, and incoming faxes before the schedule beginsRoom first scheduled patients; confirm HMO authorizations and review any outstanding biopsy or lab resultsDuring the DayRoom patients in appointment order; ensure all documentation is completed and charts closed before the patient is dischargedHandle incoming calls, faxes, medication authorizations, prescription refills, and biologic requests in a timely mannerPerform nurse-scheduled procedures as assigned (suture removals, PDT, patch testing, wound checks, etc.)Maintain instrument cleanliness and back-office organization throughout the clinic dayEnd of DayReturn all messages, tasks, and faxes; submit any outstanding lab requisitions and specimensLog biopsies, close open charts, and review the next day's schedule for pending HMO authorizationsClean and return exam tables to flat position; restock rooms; complete purchase orders as neededLaunder and fold linens; clean and package instruments; run autoclave; prepare surgery packets and fill syringes for the following dayCharge iPads, power down electronics, secure the Botox refrigerator and all storage areas, and lock the officeWEEKLY & MONTHLY TASKSEvery FridayConduct full room inventory and restock all supplies; clean and organize cabinets; refill patient education brochure holdersClean autoclave; update all compliance logs; place specimens in the outgoing box; place supply ordersMonthly — First WeekUpdate eyewash station and refrigerator logsPost monthly specials and promotions in each exam roomConduct room inspections for OSHA and practice compliance standardsWeekly ReportsReview and finalize all outstanding provider notesReview and update the cancer logScan completed logs to the appropriate shared network foldersComplete MIPS reporting: Biopsy Follow-Up, Melanoma Recall, Melanoma Coordination of Care, and Referral Loop Closure