MEDICAL OFFICE CLERK in PORTSMOUTH, Virginia at Destiny Management Services LL

Destiny Management Services, LLC is a professional services firm specializing in the delivery of mission-critical medical support staffing and administrative services to federal government agencies. With a strong commitment to excellence and a proven track record supporting the Defense Health Agency (DHA), and various Military Treatment Facilities (MTFs) nationwide, Destiny Management Services partners with government clients to ensure that qualified, dependable personnel are in place to support the health and well-being of our nation's military members, veterans, and their families.

Our team brings deep expertise across a broad range of healthcare support roles — from Medical Office Clerks and Biomedical Equipment Technicians to Medical Coders, Registered Nurses, and beyond. We hold ourselves to the highest standards of professionalism, regulatory compliance, and patient-centered service, and we seek individuals who share that commitment.

We invite you to join a company where your work has purpose, your contributions are valued, and your career can grow within a meaningful mission.

Destiny Management Services, LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

Well qualified candidates will provide support services to various clinics a the Naval Medical Hospital at Portsmouth.

PERFORMANCE OUTCOMES:

1. Greets patients/visitors at a front desk, information center or office setting.
2. Apply clinic guidelines concerning release of patient information and refers patient to appropriate staff member.
3. Receive telephone calls and visitors to the section, ascertains the nature of the call or visit, obtains identifying information and determines the nature and urgency of the patient’s request.
4. Arranges and schedules medical appointments and determines patient eligibility for services. Determine patient eligibility, schedule appointments, relay general instructions to patients, or make referrals to other sections.
5. File laboratory results, X-ray, and any other test results in the medical records of patients prior to scheduled appointments.
6. The Contractor shall assure proper completion and filing of forms in medical records prior to forwarding the medical records to the medical records room.
7. The Contractor shall record a variety of physician orders on a timely basis to various charts, identifying various chemical compounds, symbols and abbreviations comprising medication orders.
8. Interview new patients to the clinic. The medical clerk shall determine the nature of the visit and provide information on the appointment, the clinic hours, and services.
9. Refer ineligible patients to the Patient Administration Division.
10. Perform a variety of other duties, clinical support, and clerical duties, e.g., compiling data for reports, maintain the waiting area in a neat and orderly manner, provide clinic orientation to Red Cross Volunteers and newly assigned personnel and forwards information to other organizational elements for inclusion in recurring reports.
11. Type a variety of narrative and tabular material (e.g., correspondence reports, technical papers) into automated equipment utilizing the full range of keys, codes, proofing symbols, functions, and applications to develop products in final form.
12. Correct errors in grammar, spelling, and punctuation; refers to dictionaries, style manuals and established typing/correspondence policies of the organization services.

REQUIREMENTS PER DEPARTMENT

Family Medicine Department

• Apply knowledge of medical terminology, anatomy, medical documentation requirements, and technical and administrative correspondence to complete and maintain patient records accurately.
• Serve as the initial point of contact for staff and patients presenting to the Family Medicine Department.
• Perform a variety of clerical functions, including greeting patients and visitors, requesting and producing reports, entering data, contacting other departments and providers, maintaining patient records, and filing; ensure correct coordination of benefits.
• Greet patients in a professional and courteous manner, demonstrating sensitivity to individual patient needs.
• Manage most aspects of the patient check-in process, including greeting patients, checking in and updating patient records, assisting patients in completing appropriate forms and questionnaires, distributing educational materials or facilitating educational videos, and coordinating patient flow through the department.
• Utilize the MTF automated patient scheduling system to schedule patient appointments; contact patients by telephone prior to their scheduled visit to provide appointment reminders.

Emergency Medicine Department (EMD)

• Apply knowledge of clinical and administrative department functions, protocols, and procedures within the medical center to support patient registration and care coordination.
• Review, extract, and record medical information and data for clinical staff use in planning care and scheduling consultations.
• Prepare patient registration documents using thorough knowledge of medical terminology, departmental procedures, and applicable forms.
• Apply knowledge of administrative procedures related to triage, patient flow, patient care, and medical record maintenance to facilitate patient access to care.
• Verify patient eligibility for services in accordance with applicable regulations.
• Assemble and maintain patient charts, ensuring all required forms and documentation are complete and accurately filed.
• Utilize MHS GENESIS for appointment scheduling, statistical reporting, word processing, and general communications to support day-to-day EMD operations and document clinic workload.
• Communicate patient information and status to clinical staff clearly and accurately, applying correct spelling, punctuation, grammar, and medical terminology.
• Interact with patients, staff, and visitors in an effective, tactful, and professional manner to support patient satisfaction and a positive work environment.
• Enter data and type correspondence using MHS GENESIS and other computer systems, including Microsoft Word, Excel, and Access.
• Greet all patients upon arrival to the EMD and conduct face-to-face registration at the bedside and/or registration desk.
• Request patients' military ID cards upon presentation to the EMD, verify DEERS eligibility, register patients, and generate an Emergency Treatment Record (ETR); forward the ETR promptly to the Charge Nurse or physician.
• Verify that healthcare providers attach all required forms to the ETR following patient disposition to ensure complete documentation of the treatment visit.
• Verify eligibility status and collect and document all required forms at the time of check-in.
• Assess patient needs and eligibility for healthcare services; collect and record patient information, including capture of Other Health Insurance (OHI) data, VA information, and other DOD data-sharing requirements.
• Perform ward clerk duties within the EMD as assigned through cross-training.
• Perform all duties in a professional and ethical manner, managing periods of rapidly changing pace and maintaining concentration during sedentary tasks involving repetitive manual functions.
• Complete daily end-of-day processing using MHS GENESIS; record all patient data in accordance with EMD policies and procedures for the registration process.
• Receive and respond to patient inquiries on medical, personnel, and administrative matters; independently address administrative questions and refer clinical or treatment-related questions to physicians or nurses.
• Safeguard patient confidentiality and privacy during all interactions; provide pertinent background material (e.g., ETR, consults, brief problem description) to assist EMD providers in handling callers and visitors.
• Perform routine face-to-face patient registration using MHS GENESIS and manual methods when computer systems are unavailable; demonstrate full competency in MHS GENESIS and DEERS.
• Prepare and type correspondence and perform administrative and clerical tasks related to patient visits to facilitate efficiency of care.
• Receive patients in emergency situations and promptly relay pertinent details to a registered nurse or physician.
• Answer incoming phone calls from physicians, emergency personnel, outlying clinic providers, other departments, and patients; screen calls, determine the nature of each call, and route appropriately following established clinic guidelines.
• Obtain patient medical records following established procedures.
• Review each chart for provider signature, provider stamp, and patient diagnosis prior to returning the chart to Health Records or EMD registration filing.
• Transcribe requests from handwritten charts for ancillary studies into MHS GENESIS; retrieve completed lab results, produce hard copies, and place results on the patient's chart; relay laboratory results to physicians for review.
• Stamp and/or annotate laboratory chits, x-ray chits, labels, consults, prescriptions, and similar documents; verify accuracy, patient identification, and completeness; notify patients of abnormal laboratory results as directed.
• Enter patient demographic data into MHS GENESIS at check-in; record diagnosis and departure time upon patient release.
• Obtain laboratory and x-ray results from MHS GENESIS upon request from EMD staff.
• Organize, file, and retrieve medical records according to clinic guidelines.
• Train newly onboarded military and civilian staff members on all clerical duties upon achieving full proficiency.
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Pediatric, Labor & Delivery, PICU, Internal Medince, Post Partum and NICU

• Apply knowledge of medical terminology, anatomy, medical documentation requirements, and technical and administrative correspondence to complete and maintain patient records accurately.
• Perform a variety of clerical functions, including greeting patients and visitors, requesting and producing reports, and entering data.

Radiology Department

• Apply knowledge of medical terminology, anatomy, medical documentation requirements, and technical and administrative correspondence to complete and maintain radiology patient records accurately.
• Schedule radiology appointments for patient care using the MTF automated radiology patient scheduling system; adjust scheduling volume in response to overall demand for radiology services.
• Share knowledge with staff on office procedures, medical record requirements, formats, standards of acceptability, and use of the radiology information system.
• Serve as the initial point of contact for staff and patients presenting to the Radiology Department.
• Greet patients in a professional and courteous manner, demonstrating sensitivity to individual patient needs.
• Manage most aspects of the patient check-in process, including greeting patients, checking in and updating records, assisting patients in completing appropriate forms and questionnaires, distributing educational materials or facilitating educational videos, and coordinating patient flow through the department.
• Maintain records of patients treated and examinations performed.
• Contact patients by telephone prior to their scheduled visit to provide appointment reminders.
• Provide patient images upon request as needed.
• Retrieve and load x-ray studies onto DINPACS workstations as needed to prepare images for radiologist interpretation.
• Answer incoming phone calls from patients, physicians, emergency personnel, outlying clinic providers, other departments, and MTF or DOD installations; screen calls, determine the nature of each call, and route appropriately following established department guidelines.
• Act as information receptionist for the department: answer the telephone, receive patients, family members, visitors, and military personnel; maintain confidentiality and privacy during all interactions; provide pertinent materials (e.g., prior images, consults, brief problem description) to assist the radiologist in handling callers and visitors.
• Maintain ongoing contact with beneficiaries, staff members, and healthcare providers by telephone, in person, and via email; apply professional oral and written communication skills and a calm, cooperative manner to deliver superior customer service.
• Contact patients, healthcare providers, clinics, and hospitals/DOD installations by telephone and/or email as directed by radiology department staff and radiologists, following established department guidelines.
• Receive and respond to patient inquiries regarding radiological images, dictated reports, and administrative matters; independently address administrative questions and refer clinical or report-related questions to the patient's healthcare provider.
• Transport patients to and from the Radiology Department and to other departments within the MTF as needed for radiological exams, procedures, and tests using proper patient transportation techniques.
• Obtain and return transport equipment following each patient transport.
• Apply appropriate protective measures when transporting patients with communicable diseases.
• Relay and receive information regarding patients' scheduled medical procedures; communicate with all MTF staff as necessary to coordinate care.
• Perform duties requiring normal ambulation, including stooping, bending, reaching, lifting, pushing, and pulling medical equipment and patients as needed.

QUALIFICATIONS and MANDATORY KNOWLEDGE AND SKILLS:

1. A fully qualified typist with a minimum of 50 WPM is required.
2. General office administrative and clerical skills to perform receptionist duties and answer telephones.
3. Office automation skills consistent with accomplishing clerical, statistical and data entry tasks in support of the administrative work of the office, using an automated data processing (ADP) system.
4. Ability to communicate effectively, both orally and in writing.
5. Be a U.S. citizen

EDUCATION/CERTIFICATION: Must have High School diploma or General Educational Development GED) equivalency. Basic medical terminology required.

EXPERIENCE: Minimum of six months experience within the past year related to working in a medical environment with emphasis on healthcare.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS: The work is primarily sedentary. However, there may be some physical demands. Requirements include prolonged walking, standing, sitting, or bending.

UNIQUE MILITARY HEALTH CARE SYSTEMS/PROCEDURES:

1. MHS Genesis