Front Desk Medical Assistant

Avispa Technology•Stanford, CA

2d•Onsite

About The Position

A leading university is seeking a Front Desk Medical Assistant to staff the front desk of an occupational health center and environmental health and safety (EH&S) group. The role is onsite in Stanford, California, and is a 40-hour-per-week, six-month W2 assignment with the possibility of extension or conversion. The position pays $35 per hour and includes group medical, dental, vision, life, retirement savings, and PSL benefits. The Front Desk Medical Assistant serves as the first point of contact for patients, vendors, and visitors; supports reception, scheduling, records, and workers’ compensation coordination; and assists with clinic operations. Clinical support tasks may be performed based on the employee’s credentials, under provider supervision, and only after a documented competency check-off, in collaboration with medical assistants, administrators, and clinicians.

Requirements

At least 2 years of medical front office or reception experience.
Associate degree.
Experience with EHR and scheduling software.
Proficiency in Microsoft Office, including Outlook and Excel, and Adobe Acrobat.
Ability to handle confidential information and apply HIPAA training.
Basic medical terminology and understanding of universal precautions used during exposure to blood, bodily fluids, or tissues.
Ability to work collaboratively with clinical, EH&S, and department staff.

Nice To Haves

3–5 years of experience in an onsite academic or industrial occupational medicine clinic providing medical surveillance testing (TB screening, hearing conservation, respiratory protection) and injury care beyond initial triage and first aid.
Medical Assistant certification, or willingness to obtain it within six months.
Phlebotomy, spirometry, and audiometry certification.
Knowledge of California workers’ compensation.
Spanish fluency or other language skills.

Responsibilities

Serve as the first point of contact for patients, vendors, and visitors.
Greet, check in, and check out workers’ compensation and surveillance patients; verify demographics and contact information; direct patients to the second-floor clinic; notify clinic staff of arrivals; and assist patients with mobility needs.
Sign in and direct vendors and visitors and receive deliveries while maintaining patient privacy at the shared reception area and prioritizing patients over vendor and visitor requests.
Answer and triage multi-line phone calls and emails, schedule and reschedule appointments, coordinate follow-ups, and send reminder and reschedule emails to patients who missed appointments.
Respond to first-level inquiries from patients, HR, departments, adjusters, EH&S visitors, and outside parties; route inquiries to the appropriate person and relay messages promptly.
Coordinate interpreter services and assist Spanish-speaking callers with scheduling and paperwork where qualified.
Process incoming faxes, referrals, and records; scan, index, and upload documents into the electronic health record (EHR).
Enter claim numbers, dates of injury, and adjuster information into patient records.
Work EHR task queues for reception, vaccination, campus clinician, and lab to contact patients and departments due for visits and route documents to providers for review.
Serve as a contact for department representatives to coordinate periodic exams and track surveillance compliance using the EHR and Smartsheet.
Support workers’ compensation coordination under the coordinator’s direction by sending authorizations and requests for authorization (RFAs) to adjusters, faxing progress notes or work status reports, and contacting specialist, PT, chiropractic, and acupuncture offices to confirm workers’ compensation acceptance or request reports.
Order office and clinic supplies and assist with opening and closing duties.
Perform clinical support tasks based on credentials, under provider supervision, and only after a documented competency check-off.