Advanced Office Clerk

$53,789 - $53,789/Yr

Health Partners Management Group - Fairfield, CA

Full-time

Fairfield, CA

Professional, Scientific, and Technical Services

About the position

The Advanced Office Clerk at Health Partners Management Group INC plays a crucial role in providing clerical and administrative support within a medical environment. This position is responsible for scheduling appointments in Composite Health Care Systems (CHCS/AHLTA) or MHS GENESIS for primary care, specialty, and subspecialty medical care. The clerk will not only schedule requested appointments but will also proactively call patients to schedule, reschedule, or cancel appointments as necessary, including those for consult/referral specialty care within the Military Treatment Facility (MTF). Additionally, the role involves serving as a medical records technician, processing and maintaining inpatient, outpatient, or ambulatory procedure unit medical records. The clerk is required to compile or extract medical records data to ensure compliance with regulatory requirements. The work schedule for this position is Monday through Friday, from 7:30 am to 4 pm. The role demands a fully qualified typist with a minimum typing speed of 50 words per minute, alongside a strong foundation in general medical ethics, telephone etiquette, and excellent communication and customer service skills. Proficiency in the English language, including correct grammar, spelling, punctuation, and formatting, is essential for preparing and editing written correspondence, reports, and transcribed material. The clerk must also possess general office administrative and clerical skills to perform receptionist duties and answer telephones effectively. In addition to these responsibilities, the Advanced Office Clerk will maintain appointment schedules using government computer systems and standard protocols, ensuring accurate and up-to-date patient schedules and logs. The role requires the ability to organize and research patient records, extract needed information, and review records for completeness and accuracy. The clerk will also be involved in the daily pull, delivery, and retrieval of patient records, ensuring that medical records arrive prior to appointments. Participation in the facility's quality assurance program and adherence to accreditation standards is also a key aspect of this position.

Responsibilities

• Answers main office phone line and directs calls to appropriate sections.
• Arranges and schedules medical appointments and determines patient eligibility for services.
• Maintains appointment schedules using government computer systems and standard protocols.
• Maintains accurate and up-to-date patient schedules and logs.
• Calls patients as needed to schedule, reschedule, and/or cancel appointments.
• Obtains updates and files medical records as requested by healthcare providers.
• Organizes and researches patient records, extracting needed information and reviewing for completeness.
• Initiates and locates patient medical records, maintaining them according to directives.
• Conducts daily pull, delivery, and retrieval of patient records, ensuring timely arrival before appointments.
• Prepares reports regarding record statistics and participates in records review for quality assurance.
• Retires medical records in accordance with regulatory procedures and guidelines.

Requirements

• High school diploma or General Educational Development (GED) equivalency required.
• Basic medical terminology knowledge is required.
• At least one year of experience in medical office scheduling or relevant experience is required.
• Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) certification is required.
• Basic Life Support (BLS) certification is required and must remain current.

Nice-to-haves

• Experience with Composite Health Care Systems (CHCS/AHLTA) or MHS GENESIS is preferred.
• Familiarity with Joint Commission on Accreditation of Healthcare Organizations (JCAHO) standards is beneficial.