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Medical Office Administrative Specialist

2 months ago

Norfolk, Virginia, United States HealthCare Resolution Services Full time
Job Overview

Position Summary

  • Welcomes patients and visitors at the reception area, ensuring a friendly and professional atmosphere.
  • Manages the main office telephone line, directing calls to the appropriate departments and taking messages as necessary.
  • Coordinates and schedules medical appointments, verifying patient eligibility for services and providing general instructions.
  • Updates and maintains medical records, ensuring all documentation is accurate and complete.
  • Organizes patient records, extracting necessary information and reviewing for compliance with established protocols.
  • Ensures that medical records are available prior to patient appointments.
  • Collects required documentation from healthcare providers, including test results and other pertinent information.
  • Performs additional administrative tasks, such as annotating appointment details in patient charts.
  • Contacts patients regarding unused specialty appointments.
  • Ensures that off-base patient reports are returned to the appropriate primary care managers.
  • Creates and manages appointment schedules within the patient appointment system.
  • Conducts end-of-day procedures to address any outstanding appointments in the system.
  • May assist in preparing patient notifications for appointment reminders, cancellations, or rescheduling.
  • Receives and forwards telephone messages to healthcare providers and clinic staff as per established guidelines.
  • If serving in a lead capacity, attendance at relevant meetings for central booking representation is required.
  • Performs various administrative and clerical tasks to support the operations of the healthcare facility.

Qualifications:

  • Proficient typing skills with a minimum speed of 50 words per minute.
  • High school diploma or equivalent; knowledge of medical terminology is preferred.
  • Minimum of one year of experience in a medical office environment, including patient scheduling and collaboration with healthcare teams.
  • Primarily sedentary work, but may involve some physical activity such as walking, standing, or bending.

Familiarity with Military Healthcare Systems:

  • Experience with Armed Forces Health Longitudinal Technology Application (AHLTA).
  • Knowledge of Composite Health Care Systems (CHCS) and/or MHS GENESIS.
  • Understanding of the Defense Enrollment Eligibility Reporting System (DEERS).
  • Familiarity with military filing systems, including organization by sponsor social security and terminal digit order.
  • Knowledge of military medical record contents, layout, and tracking procedures.