Medical Clerk - Department of Pediatrics - Bowhead / UIC Technical Services

MEDICAL CLERK - DEPARTMENT OF PEDIATRICS (BAMC-2024-21791):

Bowhead seeks a Medical Clerk to support the Department of Pediatrics (PEDS) at the Brooke Army Medical Center (BAMC) in San Antonio, TX. The Medical Clerks are tasked with managing patient’s health records and history, patient information, processing discharge paperwork and various administrative duties within BAMC at Fort Sam Houston, TX.    

Essential functions will include: 

• Greeting and receiving patients in various clinics depending on the department assigned.
• Ask for proper identification and verify eligibility for services in accordance with AR 40-3 and local policy guidance. Refer questionable cases to the Patient Administration Division for determination. Verify appointments and enter patient data into MHS Genesis. Ensure military orders and letters of authorization have appropriate dates and signatures authorizing treatment. Manage the appointment line to facilitate patient reception and appointment processing.
• Perform administrative procedures and complete designated paperwork required per local policy regarding insurance, third-party liability, or other designated patient treatment documentation.
• Use knowledge of medical terminology, clinic standard operating procedures, and various appointment templates to book and schedule patient appointments within the clinic and at other hospital clinics. Select, complete, and route requests for patient activities and/or procedures. Coordinate and/or schedule patients at other military and non-military healthcare facilities.
• Use MHS Genesis to perform appointment scheduling, appointment cancellations, scheduling follow-up appointments, end-of-day processing, enrollment status verification, and updating of select patient file data. Call patients to change, cancel, and remind them of upcoming appointments. Make appropriate database updates and changes. Obtain, track, and input appointment templates, ensuring access standards are met. Use external databases to schedule patients at other local medical facilities. Provide appointments for referrals and/or consultations generated from internal and external organizations.
• Prepare a list of HIV specimen transmittals and ship specimens to reference laboratories according to shipping documents. Assist in investigating, responding to, and correcting HIV specimen discrepancy file errors within 48 hours of receipt.
• Collect, sort, and deliver incoming correspondence and deliver outgoing correspondence to the designated distribution center. Generate and format reports, forms, and listings. Requisition and maintain designated forms in stock for office usage.
• Greet and receive patients in the clinic. Ask for proper identification and verify eligibility for services in accordance with AR 40-3 and local policy guidance, referring questionable cases to the Patient Administration Division for determination. Verify appointments and enter patient data into MHS Genesis. Ensure military orders and letters of authorization have appropriate dates and signatures authorizing treatment. Manage the appointment line to facilitate patient reception and appointment processing.
• Instruct all new patients on the completion of data intake forms and assist them as necessary. Issue patients required informational materials.
• Assemble, prepare, address, and mail out notifications to patients regarding laboratory and/or radiology test results.
• Enter and/or accept patient demographics and laboratory requests into MHS Genesis and generate barcode labels and/or transmittal lists.
• Prepare a list of HIV specimen transmittals and ship specimens to reference laboratories according to shipping documents. Assist in investigating, responding to, and correcting HIV specimen discrepancy file errors within 48 hours of receipt.
• Monitor results for completion daily and enter results into MHS Genesis once finalized by the reference laboratory. Ensure STAT/ASAP patients are immediately sent to the bleeding room for phlebotomy procedures.
• Issue department-written instructions and a 24-hour urine container to patients with 24-hour urine requests. Ensure the specimen container is closed, labeled with patient identification, and recorded in the specimen accountability ledger for processing in accordance with department procedures.
• Assist with capturing and collecting a variety of workload data and statistics to be provided to the supervisor for presentation at the monthly departmental Performance Improvement Committee meetings.
• Receive, evaluate, accession, and sort laboratory specimens prior to MHS Genesis validation. Ensure proper specimen type and labeling for delivery to laboratory sections or shipping to external reference laboratories. Maintain and organize work area, ensuring adherence to local safety and infection control protocols.
• Perform other duties as assigned dependent upon the department assigned.

• A high school diploma or equivalent is required at a minimum in addition to at least two (2+) years’ experience in a hospital administrative environment.
• Administrative experience in a government and/or hospital setting highly desired.
• Intermediate level computer/PC knowledge required including Microsoft Excel, Outlook, Word and PowerPoint.
• Must be able to work in a fast-paced, deadline driven office environment where privacy and confidentiality is critical while working alone and in teams to ensure mission success.
• Must be able to pass a pre-employment physical and provide proof of TDAP and Influenza vaccinations prior to employment and update as required.

Physical Demands:

• Must be able to lift up to 25 pounds
• Must be able to stand and walk for prolonged amounts of time
• Must be able to twist, bend and squat periodically

SECURITY CLEARANCE REQUIREMENTS: There are currently no Security clearance requirements however qualified candidates must be able to successfully obtain a NACI check to gain access to the facility. Bowhead retains the right to change these requirements due to contractual requirements. Due to the location of this work, US Citizenship is a requirement for this location.

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