Unit Clerk Specialty Clinic

SHERIDAN COMMUNITY HOSPITAL•Sheridan, MI

5d•Onsite

About The Position

The Unit Clerk supports daily operations of the Specialty Clinic within a rural Critical Access Hospital (CAH). This role serves as the first point of contact for patients and visitors; coordinates provider schedules, referrals, diagnostic orders, prior authorizations, and medical records; and performs accurate registration, charge capture, and documentation to ensure safe, timely, and patient-centered care across cardiology, orthopedics, general surgery, and other visiting specialties. The Unit Clerk collaborates with nursing, providers, ancillary services, and revenue cycle teams to optimize patient throughput and clinic efficiency while upholding regulatory and privacy standards.

Requirements

High school diploma or GED required
One or more years of clerical, patient access, or medical office experience preferred.
Proficiency with EHR systems and scheduling and registration workflows; strong keyboard accuracy.
Understanding of referrals, prior authorization basics, and documentation requirements for specialty services.
Excellent customer service, de-escalation, and culturally sensitive communication skills.
Strong organization, attention to detail, and ability to multitask in a fast-paced clinic.
Basic medical terminology and familiarity with common diagnostics such as EKG, echo, and X-ray.
Reliable team player with initiative and accountability; maintains confidentiality and professionalism.

Nice To Haves

Associate degree in healthcare administration or related field preferred.
Experience in rural healthcare or a Critical Access Hospital environment preferred.
Licensed Medical Assistant.
Current BLS certification (AHA or equivalent).
Certified Healthcare Access Associate (CHAA) or similar credential preferred.

Responsibilities

Greet patients and visitors warmly; verify identity, demographics, insurance, and consent forms at each visit.
Complete registration, schedule and confirm appointments, manage check-in and check-out, collect copays, and provide after-visit summaries.
Monitor clinic lobby flow; address questions, manage phone lines, voicemail, and patient portal messages within service standards.
Prepare daily clinic lists; assemble charts and required documentation for visiting specialists.
Coordinate outside records, imaging, and labs; route and scan documents to the EHR per policy.
Initiate and track referrals, prior authorizations, and diagnostic orders; communicate outcomes to patients and care teams.
Maintain provider templates for multiple visiting specialties; optimize slot utilization and reduce no-shows via reminders.
Arrange follow-up visits, procedures, and telehealth as appropriate, considering rural access and transportation constraints.
Facilitate same-day add-ons and urgent visits in collaboration with nursing and providers.
Ensure accurate encounter documentation, CPT and HCPCS readiness, and modifier prompts for services.
Verify insurance eligibility and benefits; capture required authorizations prior to service when applicable.
Reconcile daily clinic schedule against encounters; flag discrepancies to coding and billing for resolution.
Provide clear, compassionate communication adapted to rural patient needs; use teach-back for instructions.
Route messages promptly to providers and nurses; maintain professional phone and in-person etiquette.
Support patient education material distribution in coordination with clinicians.
Comply with HIPAA, EMTALA, OSHA, and hospital policies; protect PHI at all times.
Follow CAH and clinic procedures for medication samples, vaccine handling support, and documentation as assigned.
Participate in safety huddles, incident reporting, and emergency response workflows appropriate to the clinic setting.
Use the EHR, scheduling, and revenue cycle systems proficiently.
Assist with inventory, supply ordering, and maintenance requests to keep exam rooms and workspaces ready.
Contribute to quality improvement, patient experience initiatives, and throughput projects.