MEDICAL OFFICE CLERK - Call Center Department

Destiny Management Services LL•Kings Bay, GA

34d•Onsite

About The Position

Provides clerical/administrative support in wards, clinics, or other clinical departments of a medical treatment facility. This role involves greeting patients, answering phones, scheduling appointments, managing medical records, and utilizing various healthcare information systems.

Requirements

Fully qualified typist with a minimum of 50 WPM.
General medical ethics, telephone etiquette, and excellent communication and customer service skills.
General office administrative and clerical skills to perform receptionist duties and answer telephones.
Ability to communicate effectively, both orally and in writing.
High school diploma or General Educational Development (GED) equivalency.
At least 6 months of experience in a medical office setting in medical administrative support service, medical office management, medical front desk management, medical records administrative and/or referral processing, tracking and closure.
Experience in the operation of all standard office equipment such as desk top computers, fax, scanner, printer, office copier, and data transcribing procedures.
Knowledge of Armed Forces Health Longitudinal Technology Application (AHLTA).
Knowledge of Composite Health Care Systems (CHCS) and/or MHS GENESIS.
Knowledge of Defense Enrollment Eligibility Reporting System (DEERS).
Knowledge of Military Filing System – by sponsor social security, terminal digit order, color-coded and blocked filing system.
Knowledge of the contents of a military medical record, layout, sections, family members prefix designation, forms used in a MTF, and the medical record tracking procedures.
Ability to use computerized systems such as CHCS, AHLTA, EHR, HAIMS, DEERS, and TRICARE along with other software such as electronic mail, a planning calendar, and databases.
Ability to book patient appointments in compliance with TRICARE business practices and schedule of appointment procedures applying “Access to Care” (ATC) policies.
Ability to enter patient appointments taken from patient incoming telephone calls, and written or typed patient registration/clinical information form.
Ability to schedule, reschedule and cancel patient appointments and enter provider’s schedules into the automated appointment and scheduling systems.
Ability to maintain logs and files in conjunction with the patient appointment process.
Ability to enter telephone consults (t-cons) for patient’s provider into the automated system.
Ability to input order requests for laboratory, radiology and electrocardiogram tests into the automated system.
Ability to enter data into Excel, Access databases and the Health Fitness Assessment (Wellness Center) database daily.
Ability to retrieve health information for the system utilizing the department/clinic Standard Operating Procedures (SOP).
Ability to transfer information within the TRICARE system, including DEERS checks.
Ability to maintain procedure manuals and keep abreast of Department policies and procedures regarding medical appointments.
Ability to comply with specific task criteria, schedules, and instructions per MTF SOP.
Ability to maintain current compliance with all training indicated in the PWS.
Ability to register/add each patient and update demographic information in CHCS, print medication reconciliation list, verify eligibility in DEERS and print wristband/labels.
Ability to close out patient record using CHCS after the discharge of each patient.
Ability to utilize CHCS, AHLTA, Essentris and MHS Genesis programs for any medical correspondence.
Ability to use CHCS for any request of medical records within the facility.
Ability to make and receive phone calls and take/relay accurate information to the appropriate staff member.
Ability to notify the triage/charge nurse immediately when a patient identifies an emergent need.
Ability to monitor documents and/or supplies utilized in the EMD and notify the department supply staff when supplies are running low.
Ability to submit doctors’ orders using CHCS.
Ability to facilitate communication between the providers and the Radiology department.
Ability to provide administrative support to the Charge Nurse and/or staff nurse to arrange for the transfer of disengagement of EMD patients.
Ability to contact the receiving hospital for an accepting physician.
Ability to contact receiving hospital to arrange for a room/bed arrangements and provide contact information for the MTF to call in a report of the patient.
Ability to arrange for any procedure information such as laboratory and radiology results to be sent with the patient.
Ability to contact the Health Benefits/Officer on Duty (OOD)/Nurse of the Day (NOD) for any patient Disengagement or Leave against Medical Advice (AMA).
Ability to print demographics and insurance information for the receiving facility.
Ability to print consults for referral of care and the ambulance.
Ability to contact the Quarterdeck to arrange for a 3-way call to ambulance transport.
Ability to ensure the Quarterdeck calls back with an estimated time of arrival (ETA) and has notified the NAS front gate Watch Commander.
Ability to page/contact members of the multidisciplinary healthcare team.
Ability to scan hard-copy patient files into the patient’s electronic health record.
Ability to upload the patient’s file into the Essentris program after scanning.
Ability to request records from outside facilities using appropriate patient consent form.
Ability to call the admissions office, notify them of patient being admitted from the ER and notify the ER charge nurse.
Ability to print an End of Day report daily using CHCS, make corrections as needed, and turn the report into the Division Officer.
Ability to keep a daily log of all Ultrasound (US) and computerized tomography (CT) scans as well as all Electrocardiograms (EKG) performed on each shift.
Ability to edit, print, scan and upload the End of Day Report, Joint Commission (JC) Report and 24 Hour Nursing Report utilizing CHCS, Essentris and MHS Genesis programs.

Nice To Haves

Medical terminology desired.

Responsibilities

Greets patients/visitors at a front desk, information center or office setting.
Answers main office phone line, directs telephone calls, and takes messages.
Arranges and schedules medical appointments and determines patient eligibility for services.
Relays general instructions to patients or makes referrals to other sections.
Obtains updates and files medical records as needed.
Organizes and researches patient records, extracts needed information, and reviews records for completeness, accuracy, and consistency.
Ensures arrival of medical records prior to appointment(s).
Initiates and locates patient medical records as needed.
Obtains documentation as requested by healthcare providers.
Performs other administrative and clerical duties in support of medical care and operational support.
Creates appointment schedules and templates in patient appointment computer system.
Conducts end-of-day process and resolves any delinquent or pending appointments.
Provides appointment support services and production control support to the department.
Completes routine data preparation, distribution, and file maintenance.
Uses computerized systems such as CHCS, AHLTA, EHR, HAIMS, DEERS, and TRICARE along with other software such as electronic mail, a planning calendar, and databases.
Performs data entry, verification, updates, and editing of patient data and registers new patients.
Processes patient information into data systems, scans, and performs online edits during patient check-in.
Inputs patient demographic data into automated systems during patient check-in.
Books patient appointments in compliance with TRICARE business practices and schedule of appointment procedures applying “Access to Care” (ATC) policies.
Enters patient appointments taken from patient incoming telephone calls, and written or typed patient registration/clinical information form.
Schedules, reschedules, and cancels patient appointments and enters provider’s schedules into automated appointment and scheduling systems.
Maintains logs and files in conjunction with the patient appointment process.
Enters telephone consults (t-cons) for patient’s provider into the automated system.
Assists nursing staff by replying to telephone consults and contacting patients for preventative medicine and chronic disease management reminders.
Inputs order requests for laboratory, radiology and electrocardiogram tests into the automated system.
Enters data into Excel, Access databases and the Health Fitness Assessment (Wellness Center) database daily.
Verifies previous day appointments have been cleared in the system at the beginning of each workday.
Retrieves health information for the system utilizing the department/clinic Standard Operating Procedures (SOP).
Transfers information within the TRICARE system, including DEERS checks.
Provides a daily job status report which will reflect the number and type of appointments scheduled each day, incomplete activity, and status of special interest jobs.
Maintains procedure manuals and keeps abreast of Department policies and procedures regarding medical appointments.
Complies with specific task criteria, schedules, and instructions per MTF SOP.
Maintains current compliance with all training indicated in the PWS.
Provides continuous 24/7 front desk support for the EMD (Emergency Medicine Department).
Registers/adds each patient and updates demographic information in CHCS, prints medication reconciliation list, verifies eligibility in DEERS and prints wristband/labels.
Closes out patient record using CHCS after the discharge of each patient.
Utilizes CHCS, AHLTA, Essentris and MHS Genesis programs for medical correspondence.
Uses CHCS for any request of medical records within the facility.
Makes and receives phone calls and takes/relays accurate information to the appropriate staff member.
Notifies the triage/charge nurse immediately when a patient identifies an emergent need upon arrival to the EMD.
Monitors documents and/or supplies utilized in the EMD and notifies the department supply staff when supplies are running low.
Submits doctors’ orders (inpatient/outpatient records, laboratory orders, radiology tests and reprint consultations) using CHCS.
Facilitates communication between providers and the Radiology department.
Provides administrative support to the Charge Nurse and/or staff nurse to arrange for the transfer of disengagement of EMD patients.
Contacts the receiving hospital for an accepting physician.
Contacts receiving hospital to arrange for a room/bed arrangements and provides contact information for the MTF to call in a report of the patient.
Arranges for any procedure information such as laboratory and radiology results to be sent with the patient.
Contacts the Health Benefits/Officer on Duty (OOD)/Nurse of the Day (NOD) for any patient Disengagement or Leave against Medical Advice (AMA).
Prints demographics and insurance information for the receiving facility.
Prints consults for referral of care and the ambulance.
Contacts the Quarterdeck to arrange for a 3-way call to ambulance transport.
Ensures the Quarterdeck calls back with an estimated time of arrival (ETA) and has notified the NAS front gate Watch Commander.
Pages/contacts members of the multidisciplinary healthcare team.
Scans hard-copy patient files into the patient’s electronic health record.
Uploads the patient’s file into the Essentris program after scanning.
Requests records from outside facilities using appropriate patient consent form.
Calls the admissions office upon the admission of a patient, notifies them of patient being admitted from the ER and notifies the ER charge nurse.
Prints an End of Day report daily using CHCS, makes corrections as needed, and turns the report into the Division Officer.
Keeps a daily log of all Ultrasound (US) and computerized tomography (CT) scans as well as all Electrocardiograms (EKG) performed on each shift.
Edits, prints, scans and uploads the End of Day Report, Joint Commission (JC) Report and 24 Hour Nursing Report utilizing CHCS, Essentris and MHS Genesis programs at the end of the 24 hour period.