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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, providing assistance and information as needed.
  • Handles incoming calls to the main office, directing inquiries to the appropriate departments and taking messages when necessary.
  • Coordinates and schedules medical appointments, verifying patient eligibility for various services.
  • Maintains and updates medical records, ensuring all documentation is accurate and complete.
  • Organizes patient files, extracting relevant information and reviewing records for consistency and compliance with established protocols.
  • Ensures that medical records are available prior to patient appointments.
  • Collects necessary documentation requested by healthcare professionals, such as test results or unfiled records.
  • Performs additional clerical tasks, including annotating appointment details in patient charts.
  • Contacts patients regarding unused specialty appointments to optimize scheduling.
  • Ensures that reports from off-base patient visits are returned to the appropriate Primary Care Managers (PCMs).
  • Creates and manages appointment schedules within the patient management system.
  • Conducts end-of-day administrative processes, addressing any outstanding appointments in the system.
  • May assist in generating patient notifications for appointment reminders, cancellations, or rescheduling.
  • Receives and forwards telephone messages to PCMs and clinic nurses in accordance with clinic protocols.
  • If in a supervisory role, attendance at relevant meetings for central booking representation is required.
  • Engages in various administrative and clerical tasks to support the operations of the Patient Administration department.

Qualifications:

  • Proficient typing skills with a minimum speed of 50 words per minute.
  • High school diploma or equivalent; knowledge of medical terminology is preferred.
  • A minimum of one year of experience in a medical office environment, including patient scheduling and collaboration with healthcare teams.
  • The role is primarily sedentary, 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 number and terminal digit order.
  • Knowledge of military medical record contents, layout, sections, and tracking procedures.