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The Administrative Support Clerk - Medical provides administrative support to the 82nd Medical Group (MDG) at Sheppard AFB. This position provides records management, patient check-in/out duties, as well as communications services while keeping in line with Joint Commission, Health Insurance Portability and Accountability Act (HIPAA), Infection Control, and Health Service Inspection (HSI) standards.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
Responsible for general medical record upkeep and maintenance with prescribed directives. Ensures all forms are appropriately completed and filed.
Retrieves, receives, and stores medical records. Ensures all medical records are available for appointments as needed. Copies records as needed.
Familiarize staffs members regarding proper medical records management.
Establishes and maintains office records and information files of various types that may be needed or will assist in the efficient operation of the facility.
Participates in records review as part of the facility’s quality assurance program and in accordance with accreditation standards.
Disposes of office records/files in accordance with the office file plan. Assists medical staff in locating and gathering medical records and documentation.
Coordinates patient related correspondence.
Ensures third party insurance information and other documentation is current and in the medical record.
Prepares provider templates and communicates schedule changes.
Assists with patient check-in/out duties. Arranges and schedules medical appointments and determines patient eligibility for services. Determines relays general instructions to patients, or make referrals to other sections.
Coordinates with sensitive duty program monitor as applicable.
Coordinates with the Medical Evaluation Board (MEB) clerk on MEB patients with prescribed directives.
Coordinates requests for aero medical evacuation.
Retrieves, compiles and analyzes data from a variety of sources. Performs in/out-processing audits.
Assists in notification of patient duty absences (quarters/ convalescent leave, etc.).
Obtains documentation as requested by healthcare providers (test results, or documentation not yet filed in records).
Distributes incoming mail, including medical records to the appropriate staff members.
Performs other administrative and clerical duties in support of the medical care and operational support.
Conducts end-of-day process at close of business and resolves any delinquent or pending appointments in computer system.
Greets, receives, and directs patients, visitors, telephone calls, and messages. Appropriately routes phone calls to/from patients and staff. Receives and relays and/or answers incoming and outgoing telephone, intercom, and electronic messages. Receives telephone messages pertaining to detailed laboratory reports, x-rays, and test results, and refers urgent matters to appropriate professional staff for immediate action.
Assists in referring walk-in patients for treatment. As appropriate, makes referrals to other responsible medical personnel, departments, or facilities.
Resolves informal complaints and respond to requests for non-technical information such as status of reports/laboratory work, suspense dates, hours of operation, how to complete various medical forms and locations of other medical departments and facilities.
Verifies patients are registered in CHCS/DEERS/TRICARE and updates demographic information as needed.
Maintains daily appointment schedules and generates documents/reports using the automated system and appropriate software.
Assist medical personnel with scheduling patients for needed tests, x-rays, and other medical procedures as required. Locates medical records and ensure appropriate documents are available prior to all patient visits. Prints diagnostic reports and/or treatment profiles as necessary.
Participates with hospital staff members to complete preventive Health Assessments activities, i.e., routing charts for record reviews.
Receives all provider referrals and ensures demographic information is accurate and complete per prescribed directives. Tracks referrals to include obtaining reports from network providers as needed. Attaches supplementary documentation (i.e. lab results) to referrals as requested. Coordinates referral appointments as needed.
Manages clinical phone consult requests from patients. Assists staff members in dissemination of referral instructions/handouts to beneficiaries. Receives and routes evaluation/consultation reports to providers.
Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.
EDUCATION / EXPERIENCE
High School Diploma or General Educational Development (GED) equivalency certificate and six (6) months experience. Completion of Administrative Assistant program is desirable. Six months experience must be within the past 24 months in medical records maintenance support or a medical office setting. Must be a fully qualified typist (computer keyboard) with a minimum of 40 WPM.
CERTIFICATES / LICENSES / REGISTRATION
Must have and maintain current Basic Life Support (BLS) certification with either the American Heart Association Basic Life Support (BLS) (Course C) or the American Red Cross CPR/BLS (Heart Saver) Course.
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Knowledge of Microsoft Office programs i.e. Access, Excel, Word, Outlook (e-mail), and Internet familiarity
Knowledge of general office practices and procedures
Knowledge of English grammar, punctuation and spelling
Skilled at reading comprehension
Skilled at time management/efficiency
Ability use sound judgment as to the completeness of documentation in files
Ability to follow department and agency processes/regulations/laws/best practices
Ability to maintain files and records
Ability to follow oral and written instructions
Ability to prioritize work
Ability to perform other clerical duties such as filing and answering the phone
Ability to use general office equipment and to perform basic operations on a computer
Ability to work effectively, both independently, and in a team environment
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-one-one and small group situations to customers, clients, and other employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers printers and light traffic.
If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!