Medical Assistants play a key role in ensuring the provider has everything ready for each patient encounter. Their primary responsibility is preparing the visit, confirming intake completion, and maintaining clinic flow. MAs do not perform clinical tasks such as vitals or direct patient care.

 

📚 Resources Needed

 

🚀 Tips & Tricks

  • At the end of the day, as well as the beginning of the day, you should be checking the calendar to see what may need to be prepped. 
     
  • Always check intake before the provider enters the room — this prevents delays and missed billing opportunities.
     
  • If a Patient is on the calendar, that means they have an account and just need to enter in their phone number or email when downloading the app to complete intake. 
     
  • Copays should be collected before the visit starts to avoid missed collections.
     
  • Your main job is provider prep — if the provider has to stop to find something, the workflow breaks.

 

📘 Instructions

Be sure to follow the steps listed below.

 

Patient Intake Support

Check that the patient has completed all required intake in the app. Go through the following article to make sure you understand what is expected. 

If intake is incomplete:

  • Ask the patient to download the app
  • Have them log into their existing account
  • Ensure all forms and questionnaires are completed before the visit

Confirm the following is completed:

  • Demographics
  • Insurance
  • Required intake forms

⚠️ If they booked through a third party, anything they did would show up as done in their intake.

 

Copay Collection

Verify the patient’s copay amount.

Collect the copay prior to the provider seeing the patient.

Ensure payment is properly recorded in the system.

 

Provider Prep (Primary Responsibility)

Before the provider enters the room, ensure everything is ready:

  • Intake is fully completed
  • All required forms are available
  • Any screenings or questionnaires are done
  • Any lab supplies are prepped and ready for use

⚠️ This should be prepped the day before, or the morning of the appointment. 

 

Procedure & Visit Preparation

For visits such as Annual Wellness Exams or procedures:

Prepare all necessary forms and documentation.

Ensure patient has completed any required questionnaires.

Set up the room with needed supplies (non-clinical setup only).

 

In-Room Support

Assist the provider as needed during the visit.

Support is non-clinical only unless the provider asks you for help. We want the providers to be the ones touching the Patient as we are working at creating a connection with the Patient and provider. 


Form Completion

There are several forms that a Patient may need completed. One of the most common would be a release to work note. Be sure you understand all the various notes and know how to complete them. 

Here is a quick example. 


Room Cleaning & Turnover

After each patient:

Clean and disinfect the room.

Dispose of any waste appropriately.

Reset the room for the next patient:

  • Restock supplies
  • Ensure room is clean and ready

Done!