Job Description Summary

The Program Assistant Medical provides advanced administrative and clinical documentation support to physicians and advanced practice providers within the Department of Ophthalmology. In addition to performing the duties of a Medical Scribe, the Lead Medical Scribe provides day-to-day leadership and coordination for the department’s scribe program, supporting a team of approximately nine scribes.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000988 COM Ophthalmology CC

Pay Rate Type

Hourly

Pay Grade

University-GEN06

Pay Range

37,944.00 - 49,266.00 - 60,690.000

Scheduled Weekly Hours

40

Work Shift

Job Description

The Program Assistant serves as a key liaison between providers, scribes, and departmental leadership to ensure consistent, accurate, and efficient scribe coverage. This position is responsible for coordinating monthly scribe assignments, onboarding and training new scribes, maintaining program resources, monitoring workflow expectations, and identifying opportunities to improve provider and patient support.

Essential Job Duties and Responsibilities:

• 25% Scribe Team Leadership & Coordination

  • Provide day-to-day leadership, guidance, and support to a team of approximately nine medical scribes.
  • Coordinate monthly scribe schedules and assignments to ensure appropriate provider coverage based on clinic schedules, provider needs, staffing levels, and operational priorities.
  • Monitor daily scribe coverage and assist with last-minute staffing adjustments, call-outs, schedule changes, and provider coverage needs.
  • Serve as a resource and point of contact for scribes regarding workflow questions, provider preferences, documentation expectations, and departmental procedures.
  • Promote teamwork, accountability, professionalism, and effective communication among members of the scribe team.
  • Identify workflow concerns and communicate staffing or operational issues to the Department Administrator and Supervisor.
  • Assist with evaluating scribe performance and identifying opportunities for coaching, additional training, and professional development.
  • Help establish and maintain consistent expectations and standards across the scribe program.

• 30% Medical Scribe Responsibilities

  • Accurately document patient encounters in Epic under the direction and supervision of the provider.
  • Assist providers with real-time clinical documentation, including histories, review of systems, examination findings, assessments, plans, and other appropriate elements of the patient encounter.
  • Prepare charts and review relevant patient information prior to scheduled visits, as appropriate.
  • Assist with pre-charting and preparation of clinical information according to individual provider preferences and departmental guidelines.
  • Enter provider-directed orders, diagnoses, prescriptions, referrals, follow-up information, and other documentation into Epic as permitted by organizational policies and provider direction.
  • Assist providers with navigating Epic workflows and identifying appropriate documentation or scheduling resources.
  • Ensure documentation is timely, accurate, complete, and consistent with departmental and organizational standards.
  • Maintain patient confidentiality and comply with HIPAA, MUSC policies, and all applicable regulatory requirements.
  • ·Communicate with clinical and administrative team members to facilitate efficient patient flow and provider workflow.

• 20% Training & Onboarding

  • Coordinate and conduct training for all new medical scribes entering the Ophthalmology scribe program.
  • Provide new scribes with instruction regarding Epic workflows, departmental procedures, documentation standards, provider preferences, and expectations for the scribe role.
  • Develop and maintain onboarding materials, training resources, competency checklists, and reference materials.
  • Provide hands-on training, observation, coaching, and follow-up support to new scribes during the onboarding process.
  • Assess new scribes’ readiness to independently support providers and communicate concerns or additional training needs to leadership.
  • Provide ongoing education and refresher training as workflows, Epic functionality, departmental processes, or provider expectations change.
  • Serve as a subject-matter resource for scribes requiring assistance with Epic or department-specific workflows.

• 10% Training Manual & Program Development

  • Maintain and regularly update the Medical Scribe Training Manual to reflect current departmental workflows, Epic functionality, policies, and provider expectations.
  • Review scribe processes and identify opportunities to improve efficiency, consistency, and quality.
  • Develop and update job aids, tip sheets, workflow guides, and other educational resources.
  • Communicate changes in processes, provider preferences, and departmental expectations to the scribe team.
  • Assist departmental leadership with the development and implementation of new scribe workflows and program initiatives.

• 10% Provider & Departmental Support

  • Work collaboratively with physicians, advanced practice providers, nurses, technicians, administrative staff, and departmental leadership to support efficient clinic operations.
  • Develop an understanding of individual provider preferences and ensure appropriate scribe support is provided.
  • Assist providers with workflow-related questions and escalate issues requiring leadership intervention.
  • Support patient flow and clinic efficiency by anticipating provider needs and assisting with appropriate documentation and administrative tasks.
  • Assist with departmental projects, process improvement initiatives, and special assignments.
  • Participate in departmental meetings, training sessions, and educational activities as requested.

• 5% Additional Scribe Duties

  • Depending on departmental needs and provider direction, Medical Scribes may also:
  • Assist with patient chart preparation and review.
  • Assist with obtaining and organizing relevant clinical information for provider review.
  • Assist with outside medical record information and documentation workflows.
  • Support communication and coordination between providers and clinical staff.
  • Assist with tracking outstanding documentation or provider tasks.
  • Assist with Epic in-basket or other electronic workflows as appropriate to the role.
  • Support clinic workflow during periods of high patient volume.
  • Assist with special projects, audits, data collection, and departmental initiatives.
  • Perform other duties appropriate to the role and scope of practice as assigned.

Leadership & Quality Expectations

The Lead Medical Scribe is expected to:

• Demonstrate professionalism, accountability, dependability, and strong communication skills.
• Maintain a high level of accuracy and attention to detail.
• Serve as a positive role model for members of the scribe team.
• Protect patient privacy and confidential information at all times.
• Promote a culture of teamwork, respect, service excellence, and continuous improvement.
• Recognize workflow issues and proactively recommend solutions.
• Maintain competency in Epic and department-specific systems and workflows.
• Ensure that scribe practices remain consistent with departmental policies and organizational standards.

Additional Job Description

Minimum Requirements: A high school diploma and two years relevant program experience. A bachelor's degree may be substituted for the required program experience. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Abil