Transcript Medical Assistant Responsibilities - PCMH e

North Colorado Family Medicine
Residency Program
Arlei Brandt and Liseth Rodriguez
 Twelve
medical assistants to thirty-two
providers.
 NCFM consist of a North and South side that
has four pods. The North side is the Yellow
and Blue team and the South side is the
Green and Red team. Each side has five
medical assistants.
 There’re two care manager medical
assistants lab trained.
AM
MEDICINE
OB
PEDS
5/17/2015
MED
OB
PEDS
5/18/2015
R-MADDEN
JEFFERS
JEFFERS
FPC1/FPC2
FPC
COOK
OTHER
MED
OB
PEDS
5/19/2015
R-MADDEN
JEFFERS
JEFFERS
MED
OB
PEDS
5/20/2015
R-MADDEN
JEFFERS
JEFFERS
MED
OB
PEDS
5/21/2015
R-MADDEN
JEFFERS
JEFFERS
MED
OB
PEDS
5/22/2015
R-MADDEN
OGDEN
OGDEN
FPC
FAH
FPC
DALLOW
US
COONROD
OGDEN
DALLOW/COOK(P)
MCGARR
FPC
COOK
FPC
DALLOW
NCSM
DALLOW
GYN
SCHULTE
OGDEN
OFF
OFF
ADM
COON(P)/COOK
ADM
US
ADMIN TIME
ADM
COONROD
SMITH(P)
ADMIN TIME
BEH SCI CONSULT
ADM
BSC
BROWN
ADM
BSC
BROWN
ADM
BSC
BROWN
ADM
BSC
CLINIC/MD
CLINIC/FNP
PTS
PTS
DALL/OGDEN
TU/DS/MM/KG/RS
PTS
PTS
FAH
TU/MM/KG/DS
PTS
PTS
FAH
MM/KG/RS
CLINIC/BS
PTS
VIN
FAH PTO
PTS
PTS
FPC 1/FPC 2
FPC
DALLOW/SMITH
FPC
FAH/COOK
FPC
VIN
SMITH CAFMR
UNREIN PTO
0
MED
R-MADDEN
MED
R-MADDEN
MED
OFF
PM
ADM
COONROD
OGDEN/SMITH(P)
OFF
OTHER
MEDICINE
OB
R-MADDEN
JEFFERS
JEFFERS
COON/DALL/FAH
OGDEN/BROWN
BSC
VINSONHALER
PTS
PTS
SMITH
TU/DS/KG
PTS
PTS
COOK/COONROD
KG
PTS
BROWN
PTS
BROWN
FPC
COONROD/COOK
FPC
gh pto
COOK/SMITH
NH/HV
MCGARR
R-MADDEN
JEFFERS
JEFFERS
FAH(N)/SMITH
VIN/UNR/GH
NCSM
OGDEN/DALLOW
BROWN
OFF
BSC
DS
PTS
PTS
DS/MM/KG
PTS
VINSONHALER
OB
R-MADDEN
OB
JEFFERS
OB
PEDS
PEDS
R-MADDEN
PEDS
JEFFERS
PEDS
ADMIN TIME
ADM
ADM
ADMIN TIME
ADM
COOK/OGDEN
BROWN/UNREIN
AFTERNOON OFF
BEH SCI CONSULT
OFF
BSC
COON/JEFF
VINSONHALER
OFF
BSC
VINSONHALER
OFF
BSC
VINSONHALER
OFF
BSC
CLINIC/MD
CLINIC/FNP
PTS
PTS
DS/MM/KG
PTS
PTS
KG
PTS
PTS
DS/MM/KG/RS
PTS
PTS
CLINIC/BS
PTS
PTS
BROWN
PTS
MD CALL
JEFFERS
OGDEN
ADM
DALLOW/SMITH
ADM
UNREIN/SCHUL/MCGARR ADM
COON/OGDEN
COOK
COOK
OB
PEDS
ADM
ADM
PTS
DALLOW
JEFF
FAH/SMITH(P)
ADM UNREIN/SCHUL/MCGARR
OFF
ADM
VINSONHALER
MED
FAHRENHOLTZ
5/23/2015
MED
DALLOW
R-MADDEN
OB
OGDEN
PEDS
OGDEN
ADM
COONROD
UNREIN
ADM
JEFF/FAH
BROWN
R-MADDEN
WALKER
05/16/15
05/17/15
05/18/15
05/19/15
05/20/15
05/21/15
05/22/15
MM
Weigang
MM
Ware/Jochims
MM
Weigang/Ware MM
Weigang/Ware MM
Weigang/Ware MM
Weigang/Ware MM
Weigang/Ware
MP
Weigang
MP
Ware/Jochims
MP
Gonzalez
MP
Jochims
MP
Gonzalez
MP
Jochims
MP
Jochims
MO
Mast
MO
Vaccarelli
MO
Mast
MO
Mast
MO
Mast
MO
Mast
MO
Mast
MC
Jochims
MC
Zerlang
MC
Jochims
MC
Palmiscno
MC
Kasza
MC
Hathaw ay
MC
A Larson
MC
Zerlang
MC
Zerlang
MC
Zerlang
MC
MC
Palmiscno
A Larson
MC
DC
Gonzalez
DC
Filipovitz
MC
MC
MC
MC
MC
MC
MC
MC
MC
MC
MC
MC
MC
MC
MC
MC
MC
DC
Filipovitz
DC
Kimball
Filipovitz
Davis
Gonzalez
MC
DC
A Larson
Davis
Filipovitz
MC
Hellman
MC
DC
Filipovitz
Gonzalez
MC
MC
DC
AC
AC
Ware
AC
Weigang
AC
DIDACTICS
AC
NH Rounds
AC
AC
AC
Hathaw ay
AC
Mast S
AC
DIDACTICS
AC
Ware
AC
AC
AC
Gonzalez
AC
Miller
AC
DIDACTICS
AC
AC
AC
Miller
AC
Zerlang
AC
DIDACTICS
AC
AC
AC
Palmiscno
AC
AC
AC
A Larson
AC
AC
AC
AC
AC
AC
AC
AC
AC
Borkert
AC
AC
AC
AC
AU
AU
AU
Borkert
Kimball
Filipovitz
Gallo
Davis
AC
DIDACTICS
AC
AC
AC
AC
AC
AC
AC
AC
AC
AC
AC
AU
AU
Hathaw ay
Palmiscno
Zerlang
Hellman NH
Borkert
Linder
AC
AC
AC
AC
AC
AC
K Larson NF
A Larson
Spitze NF
Campos NF
Filipovitz
Weigang
Mast
Vaccarelli
Kasza
Gonzalez
Miller
A Larson
Borkert
AC
Filipovitz NH
AC
AU
AM
Weigang
AM
Ware
AM
Weigang
AM
Ware
AM
Miller
AM
Weigang
AM
Ware
AP
Weigang
AP
Ware
AP
Jochims
AP
Jochims
AP
Gonzalez
AP
Jochims
AP
Jochims
AO
Mast
AO
Vaccarelli
AO
Mast
AO
Linder
AO
Filipovitz
AO
Mast
AO
Linder
NF
Spitze
NF
Spitze
NF
Spitze
NF
Spitze
NF
Spitze
NF
Spitze
NF
Hellman
NO
Campos
NO
Campos
NO
Campos
NO
Campos
NO
Campos
NO
Campos
NO
Linder
NC
K. Larson
NC
K. Larson
NC
K. Larson
NC
K. Larson
NC
K. Larson
NC
K. Larson
NC
Miller
ROUNDING RULES: ICU/ICN helps to stay round Sat.
Peds comes in to help rounding on Sunday
Jeopardy Call
1. When no gyn resident, R2 maternal track to cover
R1/2
2. When no ICU, pulm to cover Friday PM. If no Pulm off-service R2
Weeks 1 & 2
Hathaway
3. When one med person on, inpt Peds to cover Sunday
Weeks 3 & 4
Mast
R3
Palmi
scno
Gonz
alez
(NH) - indicates resident is at Nursing home rounds
and lecture for first half of AC, will start continuity
clinic patients at 3 PM
(NF) - indicates resident on night float. Clinic 9-11 AM
Friday morning.
(SM) indicates resident is in Sports Med clinic with Dr.
Dallow, no patients scheduled in continuity clinic
(MC) -
June 17 pm
all r1's at STABLE
course
12:30 - 5:00




Preview patient charts the day before or
before clinic begins that morning or
afternoon.
Huddle with assigned provider for the A.M.
and P.M. clinic
Sometimes MA/LPN’s work with one to two
providers or with a provider or a clinic that
they can run with a preceptor or with a
specialist.
Set up for procedures, get the necessary
forms needed for that visit if there is any
forms needed to be used for screening.
Sometime patients will drop off the
paperwork being requested to be filled out
or the clinic will have some forms to provide
to the patient with. The MA/LPN will
contact the place that’s requesting a certain
forms to be filled out after been checked in.
That’s if the pt. didn’t drop off the form
before their appointment or the clinic didn’t
receive the forms by fax.
 Opportunity
for MA/LPN to ask questions
about work flow prior to clinic.
 Opportunity for provider to give prior to
clinic.
 Make sure that both are on the same page
and get off to a good start.
Take Vitals and Reason for visit
 Review Demographics
 Review Allergies
 Review Medications
 All MU clicks
 Review History
 Depression Screen
 BMI counseling
 Fall Risk
 Additional documentation: HIPPA, Myriad
screening, Advance Directives, In House Labs
(order, document, and bill)

Medicals Assistants fill out as much of paperwork
that they can for provider.
 Highlight areas where the provider needs to fill
out and/or sign.
 Attach any needed print outs from EMR.
 Prior Authorizations for medications. MA/LPN is
to inform themselves as much as they can to
provided the provider with what medications are
being covered and what is the “Trial and Fail”
options.
 Respond to the patient portal.
 BMG policy is that patients should be contacted
by 3 hours of them calling the clinic.

 Sports
Medicine
 Pediatric
Cardiologist
 NST Clinic
 Nurse Visits
 OB Ultrasound Clinic
 Injection
administration
 Colpo Clinic
 Colonoscopy Clinic
off site
Work as fillers for clinic, we go where we are
needed.
 Backup when staff is shorthanded at nursing
station.
 Backup for Med Tech in the lab.
 Teach patients Chronic Disease selfmanagement.
 Quality Improvement Facilitators.
 Registry Management.
 Train Providers and MAs in regards to
documentation. Developed screenshots.
 Covers necessary PCMH documentation with previsit phone calls.

 Fully
trained as regular medical assistants
before being transitioned to care
management role.
 Both MA care managers considered super
users for the EMR.
 Both MA care managers have trained several
new MAs before transition to new role.
 Due to fairly flexible schedule of the MA care
managers, most always able to cover when
short staffed.
 NextGen
super users trained to order and/or
fix labs for providers.
 Process labs to send to hospital.
 Perform slightly more complex in house
testing such as: Fecal Occult Blood, INR
testing and warfarin dosing, microscopy
trained Ferning, Wet Preps, KOH. Urine
pregnancy, UTI, and Strep test lab visits.
Soon to be trained to perform urine
microscopy.
 Lab tracking-downloaded labs, in house
tracking, etc.
 Developed
by Stanford University as an
evidence based program, training done by
the Consortium for Older Adult Wellness.
 Scripted class that is better taught by a “lay
person” that focuses on goal setting using
weekly action plans.
 Ideal solution to offer many of the factors in
element 4A in the Record Review worksheet,
aka Support Self-Care process.
 Set
Agendas for monthly quality
improvement meetings.
 Tracked and documented PDSAs done for QI
projects.
 Facilitated meeting to stay on track to meet
long term goals.
 Role transitioned to resident-led quality
improvement due to ACGME requirements
which has led to improved participation and
compliance.
 Letters
to patients past due for appointments
to follow up for clinically significant
conditions Diabetes, Depression, and
Coronary Artery Disease.
 Tracking for testing and follow up for BRAC
Analysis hereditary cancer risk assessment
 Tracking for outstanding diagnostic studies.
Catch results that have not downloaded
correctly or patients who are not compliant
with important testing.
 Keeping
assigned rooms clean, disinfect, and
stocked.
 Wash dirty instruments for autoclave.
 Make additional copies of most common
forms and education used to give to patients.
 Attend patients that are at the front desk
with questions.
 Fax forms when a provider needs forms faxed
as soon as possible.