Advanced Office Clerk

Federal Staffing Resources•Oceanside, CA

6d•Onsite

About The Position

This is a civilian position supporting the Military community. The Advanced Office Clerk answers the main office phone line, directs calls, and takes messages. They arrange and schedule medical appointments, determine patient eligibility for services, and relay general instructions. The role supports PCM by name processing for appointments and ensures appropriate access to care timeframes. Responsibilities include maintaining appointment schedules using government computer systems, validating patient demographic information, and making necessary updates. The clerk will maintain accurate patient schedules and logs, utilize government computer systems for appointment slot maintenance, rescheduling, and cancellations. They will also call patients as needed to manage appointments and promote specialty medical care. Additionally, the role involves obtaining, updating, and filing medical records, extracting information, and reviewing records for completeness and accuracy. The clerk will initiate and locate patient medical records, maintain them according to directives, and conduct daily retrieval and delivery. They ensure medical records are available prior to appointments, prepare reports on record statistics, and participate in records review for quality assurance. Medical records are retired in accordance with regulatory procedures.

Requirements

High school diploma or General Educational Development (GED) equivalency.
At least one year in medical office scheduling, in an office setting, or at least one year in relevant experience or at least one year in specialized Registered Health Information Technician (RHIT) or Registered Health Information Administrator certification required.
A fully qualified typist (computer keyboard) with a minimum of 50 WPM is required.
Ability to communicate effectively, both orally and in writing.
General office administrative and clerical skills to perform receptionist duties and answer telephones.
Ability to use standard office equipment, such as computers, typewriters, copiers, fax machines, telephone systems and office automations systems, to perform a substantial range of medical record maintenance support.
General knowledge of Joint Commission on Accreditation of Healthcare Organizations (JCAHO) standards; Accreditation Association for Ambulatory Health Care (AAAHC) for complete, prompt, and accurate health records.
Basic medical terminology required.
Must be able to obtain clearance to access the work site located on a military installation and be granted a Common Access Card (CAC).

Responsibilities

Answers main office phone line.
Directs telephone calls to appropriate section for assistance.
Takes messages as required.
Arranges and schedules medical appointments and determines patient eligibility for services.
Determines patient eligibility, schedules appointments, relays general instructions to patients, or makes referrals to other sections.
Supports PCM by name processing for appointment and appropriate access to care timeframes during allocation of standard appointment types.
Maintains appointment schedules using government computer systems and standard protocols and procedures.
Validates basic CHCS patient demographic information prior to booking appointment for patients.
Make required updates.
Maintains accurate and up-to-date patient schedules and logs.
Utilizes government computer system tools and standard protocols and procedures (detail codes, freezing slots, and TRICARE on-line usage) to facilitate maintenance of appointment slots, rescheduling options or cancellation processing.
Call patients as needed to schedule, reschedule, and/or cancel appointments.
Promotes consult/referral specialty medical care within the MTF.
Obtains updates and files medical records.
Obtains documentation as requested by healthcare providers (test results or documentation not yet filed in records).
Organizes and researches patient records, extract needed information, and review records for completeness, accuracy, and consistency within established guidelines.
Initiates and locates patient medical records.
Maintains medical records in accordance with prescribed directives.
Conducts daily pull, delivery, and retrieval of patient records.
Ensures arrival of medical records prior to appointment(s).
Prepares reports regarding record statistics as necessary.
Participates in records review as part of the facility's quality assurance program and in accordance with accreditation standards.
Retires medical records in accordance with regulatory procedures and guidelines.