Medical Assistant, Dr. Victor Byrd, Rheumatology, Downtown Nashville

Heritage Medical Associates (HMA) is Middle Tennessee’s largest independent multi-specialty physician group, proudly serving patients since 1991. We are committed to protecting and advancing physician-led, patient-centered care through financial strength, operational discipline, and shared accountability.

Medical Assistants provide essential patient support by delivering comprehensive, compassionate, and customized care. This position performs clinical, administrative, and clerical duties within the scope of practice permitted by the State of Tennessee while supporting physicians and care teams across HMA clinic locations.

All responsibilities are performed in alignment with HMA’s mission, values, and commitment to high ethical and compliance standards.

Key Responsibilities

Clinical

- Collect and document patient data, including chief complaints, vital signs, allergies, medications, immunizations, and health history

- Complete annual comprehensive health assessments as indicated

- Triage patients across all encounter types, including in-person, telephone, and EPIC portal encounters

- Notify the physician or RN of abnormal findings, urgent concerns, or pending lab results

- Administer CPR as needed

- Prepare and administer medications, immunizations, and treatments in accordance with physician orders and established protocols

- Complete accurate and timely documentation in the patient medical record

- Perform point-of-care testing and collect, label, and handle specimens appropriately

- Dispose of infectious and hazardous waste in accordance with infection control standards

- Assist with clinical procedures and patient education as directed

- Operate clinical equipment safely and appropriately

- Stock, clean, and sterilize examination rooms and clinical equipment

- Maintain EPIC work queues

- Perform other duties as assigned

Administrative & Clerical

- Schedule patient appointments accurately, including capturing demographics, financial obligations, and appointment preparation instructions

- Obtain required consent forms and verify insurance participation prior to each visit

- Manage appointment workflows, including bump lists, no-shows, cancellations, confirmations, and wait lists

- Track specialist referrals and follow up to ensure patients maintain recommended appointments

- Process referrals and prior authorizations prior to scheduled appointment dates

- Coordinate scheduling of external tests and procedures

- Utilize insurance portals to obtain benefit information and authorization approvals

- Ensure instrument sterilization is completed in accordance with established protocols and manufacturer standards

- Maintain required quality control checklists and an orderly work environment

- Answer incoming telephone calls and return all calls and voicemails within 24 hours

- Conduct appointment reminder calls and review phone tree reports as needed

- Assemble next-day encounter forms

- Label and route paperwork for physician review and scanning

- Open incoming mail and distribute faxes to the appropriate team members

- Proactively monitor and reorder clinical and office supplies as needed

- Maintain copier and fax equipment, including replacing consumables and coordinating maintenance as necessary

- Attend clinic meetings, huddles, and required training sessions

- Actively participate in training and development activities to remain current on workflow changes and continue developing professional competencies

Leadership & Culture Expectations

- Support clinical and patient excellence by creating a compassionate, responsive, and high-quality patient experience in every interaction

- Provide exceptional customer service by treating patients, visitors, providers, and coworkers with professionalism, courtesy, respect, and responsiveness while supporting a positive patient experience and HMA’s mission and values

- Demonstrate accountability through reliability, professionalism, timely follow-through, and accurate documentation and communication

- Work collaboratively with physicians, coworkers, and operational teams to support efficient clinic workflows and coordinate patient care

- Communicate openly, respectfully, and professionally with patients, providers, and team members

- Practice stewardship by using time, supplies, equipment, and organizational resources responsibly and efficiently

- Participate in continuous improvement efforts by adapting to workflow changes, completing required training, and contributing ideas that improve patient care and clinic operations

- Attendance & Reliability: Regular, reliable attendance and punctuality are essential functions of this position. Employees are expected to comply with HMA’s Attendance Policy, including established procedures for reporting absences and tardiness. Attendance requirements will be administered in accordance with applicable federal, state, and local laws, including legally protected leave and reasonable accommodations

Qualifications

Qualifications & Requirements

Education & Certification — Required

- High school diploma or equivalent required

- Degree, diploma, or certificate from an accredited Medical Assistant or nursing program; or

- Minimum of one year of Medical Assistant experience in a clinical or hospital setting; or

- Equivalent military training

- BLS certification required or must be obtained within 90 days of hire

Required Experience & Skills

- Previous experience in a healthcare scheduling or medical office environment

- Demonstrated excellence in telephone communication, customer service, and patient scheduling

- Computer proficiency

- Minimum typing speed of 40 words per minute with a high degree of accuracy

- Clear verbal and written communication skills

- Professional telephone etiquette and communication skills

Preferred Experience

- Experience with an electronic health record (EHR)

- EPIC experience or familiarity

- Prior experience in a large, multi-specialty physician practice

Physical Requirements

- Must be able to stand for 8–10 hours per day

- Requires regular walking, bending, pushing, pulling, and lifting

- Must be able to lift at least 25 pounds

- Must be able to assist patients with transfers from a chair to a wheelchair, examination table, and back to a wheelchair or chair

- Must be able to assist patients with turning and positioning on an examination table

- Must be able to push patients in wheelchairs

- Must be able to manipulate objects through reaching, grasping, and handling

- Must demonstrate effective communication skills, including the ability to understand information, respond appropriately, and translate information into action

- Must have the ability to accurately distinguish and interpret numerical information

Work Environment

- Clinical healthcare setting with potential exposure to communicable diseases, bloodborne pathogens, medical preparations, medications, and other conditions commonly associated with a healthcare environment