Medical Appointment Clerk

Summary CHENEGA TRI-SERVICES, LLC Branch Health Clinic Iwakuni, Japan The Medical Appointment Clerk will provide medical administrative support services for Branch Health Clinic (BHC) Iwakuni, Japan. BHC Iwakuni is a Branch Health Clinic in support of U.S. Naval Hospital Yokosuka, Japan. Responsibilities Screen, record, and redirect approximately 1,000 telephone calls per month using appropriate telephone etiquette. Screen, record, and route approximately 500 secure messages month per MTF Standard Operating Procedures (SOP). The contractor shall record telephone messages as telephone consults in the Armed Force Health Technology Application (AHLTA) system pertaining to such things as detailed reports, prescription refills, and other test results. Schedule approximately 1,000 patient appointments per month using the Composite Health Care System (CHCS) and perform approximately 1,200 patient appointment notifications per month according to the MTF scheduling and notification procedures. Verify and update patient information and data using AHLTA and CHCS. Accurately screen approximately 200 patients per month for eligibility for care by providers who are able to accommodate Space Available Patients. Check approximately 1,200 patients in to the clinic for their appointment per month utilizing the AHLTA system. Maintain data and files in conjunction with the patient appointment process and consult process. Utilize and maintain appointment center procedure manuals. The contractor shall keep abreast of any changes in the clinic’s office policies and procedures regarding medical appointments. Extract, organize, manage, and compile data from various sources for entry into multiple computer database systems and/or applications including CHCS, AHLTA, Microsoft Excel, and HAIMS (Health Artifact and Image Management Solution). Maintain daily job status reports including completed activities, call metrics, incomplete activities, and the status of any special interest jobs. The daily job status report shall be submitted to the Marine Centered Medical Home (MCMH) Senior Medical Officer (SMO) by 1500. Maintain a “no show/cancellation” log on an Excel spreadsheet maintained on the shared drive. The contractor will compile this weekly and provide to the Department Head Refer patients with complaints determined to be emergent by the approved triage protocols of the MTF SOP to the Immediate Care Clinic. Maintain clinic schedules in CHCS, including opening/closing appointments, per MTF guidelines. Provide general administrative assistance to the Credentialing Department, if required. Greets customers/visitors at a front desk, information center or other office setting. Answers main office phone line. Directs telephone calls to appropriate section for assistance. Answers main office phone line. Directs telephone calls to appropriate section for assistance. Takes messages as required and relay messages to staff. Arranges and schedules meetings for customers and staff members as required. Obtains, updates and files departmental records/reports. Ensure completeness, accuracy, and consistency within established guidelines. Enter data from various sources (reports, equipment displays, printouts, forms, et) into the appropriate computer system. Print reports at a required. Obtains, updates and files departmental records/reports. Ensure completeness, accuracy, and consistency within established guidelines. Enter data from various sources (reports, equipment displays, printouts, forms, et) into the appropriate computer system. Print reports at a required. Files, retrieves, and collates documentation. Provide programmatic support services when the services are unique to a medical environment. Other duties as assigned Qualifications High school diploma or General Educational Development (GED) equivalency. Medical terminology, highly desirable. Minimum one year of experience providing medical administrative support services. At least six months experience with the following systems is highly desirable: Armed Forces Health Longitudinal Technology Application (AHLTA) Composite Health Care systems (CHCS) and/or MHS GENESIS Defense Enrollment Eligibility Reporting System (DEERS) Knowledge, Skills and Abilities Ability to read, write, speak and understand English. Ability to type 50 WPM, preferred Ability to use standard office equipment, such as personal computers, copiers, fax machines, and telephone systems. Must have general knowledge of medical ethics, telephone etiquette, and excellent communication and customer service skills. Experience with Microsoft Word and Excel Physical Demands 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. While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee may use repeated motions that include the arms, wrists, hands and/or fingers. The employee is occasionally required to walk, stand, climb, balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision. Executive Order 13495, The Non Displacement of Qualified Workers Under Service Contracts provide first right of refusal to incumbents on contracts. If the position is accepted by the incumbent on the job, other application/resume of non-incumbents will not be reviewed. Required to adhere to all government agency guidelines as it applies to COVID vaccine Attestation/Restrictions