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 are responsible for arranging and scheduling medical appointments, determining patient eligibility for services, and relaying general instructions. The role supports PCM by name processing for appointments and ensuring appropriate access to care. The clerk will maintain appointment schedules using government computer systems and standard protocols, validating patient demographic information and making necessary updates. They will also maintain accurate patient schedules and logs, utilizing government systems for appointment slot maintenance, rescheduling, and cancellation processing. Additionally, the role involves promoting specialty medical care, obtaining, updating, and filing medical records, and extracting information from records for completeness and accuracy. The clerk will initiate, locate, and maintain medical records in accordance with directives, conduct daily retrieval of records, and ensure their arrival prior to appointments. They will also prepare reports on record statistics and participate in records review as part of the quality assurance program. Finally, the clerk will retire medical records according to 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 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.
Determines patient eligibility for services.
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.
Utilized 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.