Medical Clerk III at Vision Technology Inc. – Fort Sam Houston, Texas

Position Summary
The Medical Clerk III provides comprehensive administrative and clerical support in a healthcare setting, using subject-matter knowledge, sound judgment, and established procedures to complete assignments consisting of multiple steps and varying complexity. This position supports patient care by ensuring accurate recordkeeping, appointment coordination, eligibility verification, and compliance with applicable healthcare regulations, policies, and standards.

Key Responsibilities

Patient Interaction & Reception
• Greet, receive, and interview patients, sponsors, and visitors, ensuring proper identification and verification of eligibility for services.
• Use DEERS to confirm patient eligibility; refer complex cases to the designated oversight official or COR as required.
• Explain procedures, assist with forms, and provide TRICARE informational materials to eligible beneficiaries.

Appointment Scheduling & Coordination
• Use MHS GENESIS or other approved scheduling systems to register, book, modify, and cancel patient appointments.
• Manage provider templates, ensuring accuracy at least 45 days in advance.
• Notify patients of appointment changes, cancellations, and delays; reschedule as needed.
• Perform end-of-day closure, ensuring accurate workload accountability.

Medical Records Management
• Maintain patient health records, histories, and related documentation in compliance with HIPAA, Joint Commission, and other governing directives.
• Prepare, update, and file both paper and electronic records; retrieve and copy medical records as requested.
• Process discharge papers and ensure proper documentation of patient visits.
• Attach lab and imaging results to patient charts and notify providers when results are available.

Insurance & Billing Data Collection
• Complete DD Form 2569 (Third Party Collection Program) for non-active-duty and civilian patients.
• Collect and update insurance data, Medicare, and Veterans Administration information.
• Forward documentation to the Patient Administration Division and Uniform
Business Office for billing.

Administrative Support
• Compile and verify statistical reports, financial data, and workload documentation.
• Prepare folders, forms, and correspondence; format reports, memoranda, and statistical summaries.
• Handle faxing, scanning, mailing, filing, and label preparation.
• Coordinate with other departments (e.g., lab, radiology, medical records) to support patient care processes.
• Assist in orienting newly assigned personnel to administrative procedures.
Compliance & Quality Assurance
• Adhere to HIPAA, Joint Commission, and facility policies regarding patient confidentiality and data handling.
• Monitor and correct data entry errors in patient registration systems.
• Ensure military orders and letters of authorization have valid dates and signatures for treatment approval.

Contingency Procedures
• Maintain manual patient logs when MHS GENESIS or other scheduling systems are unavailable.
• Initiate temporary records as needed to ensure continuity of care.
Required Qualifications
• High school diploma or equivalent; additional training in medical administration preferred.
• Prior experience in a healthcare administrative or medical records environment.
• Familiarity with DEERS, MHS GENESIS, and other healthcare scheduling/records systems.
• Knowledge of medical terminology and standard healthcare administrative procedures.

Skills & Competencies
• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Proficiency in Microsoft Office and healthcare-specific software.
• Ability to handle sensitive information with discretion.
• Demonstrated customer service and interpersonal skills.

Work Environment:
This role is performed in a clinical setting and requires frequent interaction with patients, healthcare staff, and administrative personnel.

Benefits:
• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance