Clinical Services Associate

Penn Medicine, University of Pennsylvania Health System; Berwyn (PA); On-site; USD 35,000 - 52,000; Full time

Benefits offered by this job

Comprehensive benefits package

Paid time off and holidays

Tuition benefit

Promotions from within Penn Medicine

Job summary

Penn Medicine is seeking a Medical Assistant (Clinical Services Associate) to support clinicians and ensure patient-centered care at the Cancer Center Valley Forge. The role combines clinical and administrative duties, including EMR documentation, rooming patients, collecting specimens, and coordinating care with the practice team.

The position emphasizes delivering high-quality care, supporting patient satisfaction, and contributing to operational targets.

Qualifications

• Medical Assistant diploma or certificate is required.
• BLS certification is required.
• Experience with phlebotomy and clinical procedures preferred.

Responsibilities

• Promptly rooms patients and prepares chart for visit using EMR.
• Notes patient vital signs and documents in EMR.
• Performs phlebotomy and specimen collection as needed.
• Assists physicians with exams and minor procedures.
• Administers medications and vaccines under provider orders where permitted.
• Handles patient communication, scheduling, and follow-up instructions.

Skills

Patient care

EMR documentation

Vital signs

Phlebotomy

Education

Medical Assistant Diploma

Medical Assistant Certificate

BLS certification

Tools

EMR systems

Job description

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Entity

Clinical Practices of University of Pennsylvania (PSP)

Department

Cancer Center Valley Forge

Location

Penn Medicine Valley Forge- 1001 Chesterbrook Blvd

Hours

Per Departmental Needs – Full Time

Requirements

• Please upload your Medical Assistant Diploma, Medical Assistant Certificate, and BLS certification card with application.

Summary

The Clinical Services Associates (CSA) (MEDICAL ASSISTANT) assists the practice manager and physicians in maintaining a patient/customer focus, supports the delivery of high-quality care, shares a passion for patient and customer centered care, and assists in meeting or exceeding patient satisfaction and financial/operational targets. The CSA supports the practice by performing clinical and administrative duties as a Medical Assistant and as a Patient Services Associate. The practice will determine, based on operational needs, how much time will be spent in each capacity (MA and PSA).

Are you looking for an organization that actively supports your career growth? ... through our generous tuition benefit as well as our commitment to promoting from within Penn Medicine sees more than 30% of our employee’s secure advancement opportunities into roles such as a Clinical Services Coordinator, Nurses, and Practice Managers just to name a few!

Benefits

• Penn Medicine employees enjoy a comprehensive benefit package to include generous paid time off and paid holidays.


• And health insurance premiums which have remained flat for 5 years!


• through our generous tuition benefit as well as our commitment to promoting from within Penn Medicine sees more than 30% of our employee’s secure advancement opportunities into roles such as a Clinical Services Coordinator, Nurses, and Practice Managers just to name a few!


• We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region.


• Our employee benefits programs help our employees get healthy and stay healthy.

Responsibilities

• Promptly rooms patients, using EMR to alert provider that patient is ready: reviews past medical, surgical, family, smoking history, allergies, medications; notes corrections in EMR, notes medication refills needed for the physician to review, initiates self-management goal setting where appropriate, obtains patient’s vital signs and documents in EMR, prepares chart for patient visit, understands insurance restrictions for lab work, referral needs, precertification requirements, etc.


• Observes patient condition and communicates any abnormal data or changes to provider.


• Assist patients as needed with walking, transfers, dressing, undressing, preparing for the exam, remains in exam room when necessary/requested.


• Specimen management: obtain specimens for testing if applicable (including performing phlebotomy and anterior nares nasal swab collections), performs laboratory and screening tests, records results in EMR and reconciles with logs where appropriate, documents and reports findings to providers, performs all quality controls as per Point of Care Testing guidelines, prepares specimens for transport as necessary.


• Performs EKGs and other outpatient screening tests as per MD order and after properly preparing the patient; accurately documents result in EMR.


• Assists with minor surgical procedures by handing instruments, maintaining sterile field, positioning of patient and other duties within scope of responsibility. Functions as a witness for procedural consents if required.


• Responds appropriately to emergency/code situations.


• CCA CSAs, if applicable as per regulatory guidelines administers prescribed medications, gives injections and vaccines; reads PPD results, under the direction of the provider/orders and documents in EMR.


• Demonstrates competence in the observation, treatment, and care of the specific patients served in that practice, whose ages may range from neonate to geriatric.

Clerical / Other Accountabilities

• Responsive and proactive telephonic patient care - including care coordination with specialists, ancillary services, hospitals, labs, home care agencies, and all other involved health services.


• Obtain and scan documents as appropriate and required for visit: test results, faxes, reports, notes, referrals, etc.


• Completes medical forms and other clinical requests for information as appropriate and required. Prepares and sends patient correspondence as required. Assists nursing staff with the maintenance of patient education materials, as needed.


• CCA CSAs: Promptly performs call-backs as directed by provider, giving patients information within their scope of practice. Provides patients with follow-up care instructions.

Environmental / Safety Accountabilities

• Adheres to universal body fluids precautions and infection control policies. Dispose of infectious waste properly. Promotes infection control by using appropriate hand washing techniques.


• Ensures that the patient care areas are kept neat, orderly, well stocked and properly prepared.


• Cleans, disinfects, and sterilizes instruments and equipment according to protocols and checks that the instruments and equipment are in proper working order. Notifies Supervisor of malfunctions. Sets up equipment and instruments as per practice protocol.


• Cleans and restocks equipment as needed. Authorized to access secured area to obtain items such as intravenous solutions and medication preparation supplies for the purpose of stocking and maintaining pars in the medication carts. Retrieves supplies and medications/blood products from tube system. Secures stock items in appropriate location. Delivers patient specific medications/blood products to the assigned nurse or provider.


• Maintain temperature log for refrigerator or room temperature as needed.


• Maintains a safe environment and protects the patient from injury by observing the patient who may be at risk for falls, confusion, disorientation, or wandering behaviors.


• CCA CSAs if applicable as per regulatory guidelines: Maintains medication storage closet inventory and security; checks expiration dates; removes outdated items. Performs daily code/crash cart checks as assigned.

Patient Service

• Strives to understand and anticipate patient needs, manages service recovery efforts when needed, enlisting management assistance as appropriate, identifies opportunities to improve the patient experience.


• As per practice/department protocols and/or measurements: answer phones in a timely manner, manage/handle patient requests and route appropriately, retrieve voicemails in a timely manner, take accurate and thorough messages and route appropriately through EMR.


• Schedule patient appointments (on phone or in person) by determining reason for visit, following established schedules and protocols, using appropriate billing area/appointment location, communicating changes and confirming appointments, and as needed, offering alternative and canceling/rescheduling appointments.


• Responsible for arriving/departing activities of patient at practice and perform point of service activities collects copays and records accurately, obtains necessary signatures/forms, obtaining insurance cards and referrals/authorizations, updates appointment status in EMR, and finalizes all check-out procedures.


• Communicates with patients regarding patient flow and wait times – keeps manager aware of potential issues as they arise.


• Issues referrals and obtains pre-authorizations for patients as required and as per protocol.

Financial

• Maintains up to date knowledge of insurance requirements pertinent to patient service and billing procedures: including basic knowledge of all managed care plans and which insurers require a copayment or referral.


• Validates patient demographic/insurance information and/or registers new patients into EMR using established protocols


• Records receipts accurately to ensure end of day reconciliation; participates in cash reconciliation delineations.


• Resolves work queues and/or issues from front-end reports; proactively prioritizes recovery of missing charges.


• Orders supply for the office and generate front-end process reports as requested.

Other / Regulatory

• Ensures compliance with all applicable federal, state, and local regulatory standards (ex TJC, DOH, FDA, HIPAA, HCFA, DPW, LCGME, SCGME, etc.)


• Flexible and readily adopts new processes and engages in practice operation changes.

Credentials

• BLS/CPR, as a healthcare provider per the American Heart Association Required


• MA Certification (Required within 90 days of hire ONLY if position is in PA. Must have at time of offer in NJ.)

Education or Equivalent Experience

• H.S. Diploma/GED Required


• Completion of an accredited Medical Assistant program (or higher-level equivalent) Required


• OR 2 years’ experience working as an MA may be considered in lieu of MA program completion.


• OR 1+ year working as a Clinical Support Representative at Penn Medicine may be considered in lieu of MA program completion.


• 2+ years’ Medical Office or Customer Service experience.


• Associate’s degree preferred.

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.