Medical Assistant

Paycom; Phoenix (AZ); On-site; USD 36,000 - 54,000; Full time

Job summary

Palo Verde Medical Oncology seeks a Medical Assistant to support oncology visits, ensuring meticulous chart preparation, data entry, and integration of patient information into the EMR system. You will coordinate records, medications, and imaging while maintaining QM-compliant documentation.

You will also assist with patient education, consent processes, and preparation for treatment visits, including endoscope-related setups when applicable, under supervision of the oncology team.

Qualifications

• Experience supporting oncology workflows and patient coordination.
• Ability to review and reconcile medications, allergies, and diagnoses.
• Proficiency with charting, data entry, and quality measures (QM).

Responsibilities

• Prepare charts 2–3 weeks before visits and 1 week prior.
• Review patient records, labs, and radiology from ONCO and other specialists.
• Obtain radiology reports and operative/pathology documents.
• Enter data into history, allergies, and medications sections.
• Check vitals and weight; document for QM measures.
• Provide patient education materials electronically during visits.
• Assist with breast, skin, head/neck exam prep and endoscope setup as applicable.
• Print consents and addenda; prepare education folders for patients.

Skills

Patient care

Chart preparation

Documentation

Vital signs

QM code reconciliation

Data entry

Tools

ARIA

Job description

Medical Assistant Clinical ResponsibilitiesExam roomsTurn on and log into exam room computers each morning.Keep exam rooms clean and stockedClean exam tables and chairs at a minimum daily (with sanitizing wipes)Stock linens every morning and as neededStock exam table paperStock supplies in cabinets.Order needed supplies in a timely manner through the appropriate person.Clean endoscope (following written procedure after use and store appropriately) (change Cidex once weekly even if not used)Samples (if applicable)Order and reorder all samples when supply is getting low.Order Ensure samples as neededAssist nurse (applies to WV and PCROC) in giving supplies to appropriate patients.Patient education materialsOrder(free) radiation books in English and Spanish from the American Cancer SocietyOrder (free)nutrition books from The American Cancer SocietyMaintain compiled folders for each treatment modalityMaintain adequate folder information sheets for patient education orders with marketing when supply is low.Endoscope nasal sprayMaintain an adequate supply of nasal spray for endoscopy. (Have on average 5-6 on hand)Inform the appropriate person when the Cidex cleaning solution is getting low.Chart Prep:Charts should start to be worked up 2 weeks in advance and to be done 1 week in advance of the visit. Exceptions will always happen, such as unforeseen add-ons and emergencies.Review patient documents and request all appropriate recordsFor EVERY patient with a Palo Verde Medical oncologist, obtain the latest notes/labs and radiology reports from ONCO.For every patient, request notes from appropriate other specialists (for example, Med Onc, ENT, urology, neurosurgery, surgeons) (may need to send multiple requests and follow up with a phone call to the office)Obtain radiology reports for any studies ordered by our physicians or other specialist in their notes. (Check the imaging portal and call if necessary)Request CD disks from centers where we do not have remote accessObtain PSA (and testosterone) results for all follow-up prostate patients. Communicate with the patient if results are not available.Obtain operative reports and pathology for any patient following up after a surgery/procedureInput all available data into history, allergies, review of systems medications, etc., found within obtained records.Patient careRoom all follow-up and new patients in a timely mannerIdentify NEW patients by their name and ask for their date of birth.A Photo Picture Must be taken, especially if the patient will be under treatment.Identify follow-up patients by name and chart ID picture/DOB.Initial Visits and Follow-Up Appointments:Follow the appointment encounter in ARIA for guidance; all items should be completed before providers complete notes.Check weight (if unable to stand, ask recent known weight)Complete the QM code if under or overweight and provide education material appropriately.Complete set of vitals – Approve.Falls risk: Complete the questionnaire, type in a yes or no answer, and complete the QM code appropriately.Depression Screening: Complete the questionnaire.Clinical ReconciliationReview allergies, complete and reconcileReview Medications, add new medications, and reconcile.Problems, review diagnosis and reconcileComplete appropriate Review of Systems for anatomical site-approveComplete performance status review (Karnofsky)Complete a “Paper” transition of care by checking off all boxes that allergies, diagnosis, and medications were reconciled, if applicable.Ask about follow-up appointments with specialists listed and imaging performed.Check smoking status (update in social history every visit)As appropriate (age and gender etc.):Complete patient Medical, Surgical, Social, Family, and Gyn Histories (update during follow-ups):(Female Patients) Check last mammogram add to Health tab, GYN section, in Mammogram area, and comments as to “patient reported,” if normal or abnormal with date performed (update in, must have month and year). Update per Quality Measure requirements. Complete the QM code if applicable for exclusion only.(Female Patients) Check last PAP (update in Health tab GYN section, must have month and year)/Last menstruation. Update per Quality Measure requirementsCheck when the last Colonoscopy was performed (update in the Health tab surgical section, select if normal or abnormal with year). Also, add the patient report, if normal or abnormal, to the patient comments section with the date performed. Update per Quality Measure requirements. Complete the QM code as performed and the exclusion if appropriate.Check smoking status (update in social history every visit)Complete QM measure for current smokers only and provide cessation material (ASH line)All Quality Measures must be completed as applicable. Review Quality Measures as needed.Patient education material must be sent to patients electronically during each visit via email. Find appropriate material applicable to each patient IE, Diagnosis information, drug order information, smoking cessation, radiation therapy information, etc…Every breast patient – Have the patient change into a gown.Every skin patient – take a photograph of the treatment site with a ruler (or new site)Every head and neck patient – set up an endoscope.On Treatment Visits:Check WeightComplete Vitals – approveComplete Falls risk – type in a yes or no answerReview medications (add or remove any chemotherapy agents); do not reconcile unless there is a medication change.Toxicities (specific to the area being treated)-approve.Give report to MD/NP/PA or Nurse. If a nurse is with another patient, review with the provider.Consents:Print appropriate consents as directed by the provider.Print appropriate addendum to consent as directed by the provider. (Needs to be through the education/counseling tab. Patient-specific education) (print and email)Provide the patient with an education folder with appropriate inserts, for example …Prostate Cyberknife – Cyberknife diet and bowel prepProstate Truebeam – Truebeam prepGeneral External Beam Radiation – general info sheet and radiation bookBrachytherapy insertReview entire prep packages when appropriate with patient AND document that prep package were reviewed with patient in journal.Prostate Radiosurgery (if applicable to clinical site)Review Prostate Registry consent form and have patient sign