Medical Assistant Administrator

Pacific Cancer Care•Monterey, CA

35d•$21 - $30•Onsite

About The Position

The Medical Assistant Administrator provides essential administrative support in a clinical setting. This role is responsible for monitoring the patient management platform, assisting with disability and medical leave paperwork, and preparing official documentation such as jury duty and embassy letters. The ideal candidate is detail-oriented, organized, and committed to maintaining patient confidentiality and high-quality service.

Requirements

High school diploma or general education degree (GED) required.
Valid, current Medical Assistant Certification (NHA CCMA)
Computer experience/skills and typing of >25 words/min. required.
Excellent written and verbal communication skills required.
Ability to communicate effectively both verbally and in writing, and to interact professionally with others.
Ability to manage time, prioritize tasks, and maintain order.
Proficiency in using office software, such as word processors, Excel spreadsheets, and email.
Ability to identify and resolve problems efficiently.
Ability to adjust to changing priorities and work effectively in a dynamic environment.

Responsibilities

PATIENT MANAGEMENT PLATFORM MONITORING:
Monitor and manage incoming messages, alerts, and updates via electronic patient management platforms (e.g., ONCO EMR inbox, Navigating Care).
Triage patient inquiries to the appropriate provider or department.
Ensure timely updates of patient records, test results, and provider notes.
Track appointment follow-ups, medication refills, and care plan adherence.
DOCUMENTATION AND PAPERWORK
Complete and process disability forms (e.g., FMLA, short/long-term disability) with accurate clinical information.
Prepare medical necessity letters for patients as needed.
Draft and issue jury duty exemption letters based on physician guidance.
Prepare embassy letters for travel, visa, or consulate documentation.
Track deadlines and follow up with patients and external agencies as needed
ADMINISTRATIVE & CLINICAL SUPPORT:
Schedule patient appointments, referrals, and diagnostic testing.
Perform basic clinical tasks such as vitals (if required, depending on setting).
Maintain confidentiality and comply with legal regulations regarding patient information.
Support providers during chart preparation and follow-up communication.
STANDARD WORK
Demonstrates knowledge and appropriate use of ONCO EMR
Access MA inbox to review and respond to messages appropriate. Identifying pertinent personnel and forwarding messages as appropriate.
Access Patient document section to review written or scanned documents.
Medical Administration Record (MAR) Document appropriately including: Medication signed by physicians and authorization approved by the billing department, dose check, signing medication orders (start/stop times), patient teaching (comment section), Lot number, expiration date, site injection administered, lab values depending on injection administered. Patient condition/disposition on discharge. Understanding the importance of documentation and signing MAR from the billing perspective. Checking the superbill to ensure that the charges have gone through.
Ability to navigate patient flowsheet and identify name of injection regimen, specific regimen information (dosing parameters, scheduling, emetic potential and references), Cycle/Day numbers, review previous treatment doses and move orders accordingly
Ability to schedule follow up appointments and print schedules.
Ability to record vitals, review medication list and verify smoking status
Ability to fax documents, print demographics, office notes, lab reports and insurance cards.
Understanding of the importance of correct diagnosis code ICD-10 and where to find this in the chart.
CROSS-COVERAGE RESPONSIBILITIES
Completes Injection Administration Competency Record
Demonstrates adherence to OSHA requirements
Demonstrates the ability to remove the injections from vital path machine
Demonstrates knowledge of the indication for use of individual injection drugs
Demonstrates knowledge of individual injections side effects, toxicities, reports complications to RN as appropriate.
Demonstrates knowledge of safe handling and administration of injections.
Demonstrates knowledge of parameters to treat with l lab values, vitals and proper diagnosis (ICD 10 code)
(MAR) record completed immediately after injection administered
Injections:
Demonstrates appropriate technique when administrating subcutaneous, intramuscular injections and skin tests intradermal.
Verbalizes knowledge of and indication for use of commonly administered injections including: Procrit, Aranesp, Neupogen, Neulasta, Sandostatin, Faslodex, Lupron, B12, Hepatitis B, Flu vaccine, Pneumococcal and Tuberculin
Documents appropriately in ONCOEMR MAR
Patient and family teaching as appropriate