ADVANCED OFFICE CLERK

Advanced Office Clerk

Camp Pendleton, CA

About AAI

AAI is focused on delivering outstanding services to the federal government. We have extensive experience in the fields of cybersecurity, development, IT infrastructure, supply chain management, and other professional services such as system design and continuous improvement.  AAI is a VA CVE-certified Service-Disabled Veteran-Owned Small Business (SDVOSB), SBA-certified Economically Disadvantaged Woman-Owned Small Business (EDWOSB), and a Woman-Owned Small Business (WOSB) with offices in Hampton Roads, Virginia, Montgomery, AL, Washington, DC, and Atlanta.

Fully qualified candidates are welcome to apply directly on our website at: https://aaionline.us/.

AAI is actively looking for an Advanced Office Clerk to perform at the 62 Area Branch Clinic, Physical Therapy Department, Radiology, and Associated Branch Clinics at Naval Hospital Camp Pendleton, CA. NHCP Branch Health Clinics provide medical and ancillary care for more than 75,000 beneficiaries. These clinics fall under the guidance of the Director of Branch Clinics, whose primary mission is to provide reliable healthcare and maintain medical readiness.

The Advance Office Clerk will provide clerical/administrative support. Schedules appointments in Composite Health Care Systems (CHCS/AHLTA) or MHS GENESIS for primary care, specialty, and subspecialty medical care. In addition to scheduling requested appointments, this position will call patients to schedule, reschedule, and/or cancel appointments as needed, to include appointments for consult/referral specialty care within the MTF. Serves as a medical records technician to process and maintain inpatient, outpatient, or ambulatory procedure unit medical records. Required to compile or extract medical records data to ensure compliance with regulatory requirements.

QUALIFICATIONS:

Maintain a level of productivity comparable to that of other individuals performing similar services.

Participate in peer review and performance improvement activities.

Practice aseptic techniques as necessary. Comply with infection control guidelines to include the proper handling, storage, and disposal of infectious wastes, and the use of universal precautions to prevent the spread of infection.

Function with an awareness and application of safety procedures.

Perform efficiently in emergency patient situations following established protocols, remaining calm, informing appropriate persons, and documenting events. Anticipate potential problems/emergencies and make appropriate interventions. Notify supervisor, director, or other designated person regarding problems that the HCW is unable to manage.

Apply an awareness of legal issues in all aspects of patient care and strive to manage situations in a reduced-risk manner.

Participate in the implementation of the Family Advocacy Program as directed. Participation shall include, but not be limited to, appropriate medical examination, documentation, and reporting.

Exercise awareness and sensitivity to patient/significant others' rights, as identified within the MTF.

Maintain an awareness of responsibility and accountability for one's own professional practice.

Participate in continuing education to meet one's own professional growth.

Attend and/or comply with all annual training classes required by the Command, to include but not limited to online annual training provided by the MTF: disaster training, infection control, Sexual Harassment, Bloodborne Pathogens, Fire and Safety, Chemical, Biological, Radiological, Nuclear and Explosives (CBRNE), and all other required training.

Actively participate in the command’s Performance Improvement Program. Participate in meetings to review and evaluate the care provided to patients, identify opportunities to improve the care delivered, and recommend corrective action when problems exist.

Participate in the provision of in-service training to clinic staff members. Provide training and/or direction as applicable to supporting government employees (e.g., hospital corpsmen, students, etc.).

Attend and participate in various meetings as directed.

Perform timely, accurate, and concise documentation of patient care.

Operate and manipulate automated systems such as Genesis, ADS, Essentris, MHS Genesis and Clinical Information System (CIS), participate in clinical staff Performance Improvement (PI) and Risk Management (RM) functions, as prescribed by the Commander. Maintain DOD email account as directed. The HCW shall be responsive to all email and voicemail communications.

Exercise appropriate clinical direction of tasks and duties in the coordination of health care team members, patient care, and clinic activities.

Maintain documentation of all treatment provided in accordance with clinic directives, and prepare such records and reports as may be required. All records and reports must be legible. Abbreviations must be only those listed in local instructions.

The HCW shall provide services within the scope of the clinical privileges granted by the commanding officer, the applicable duties provided in the basic contract, and the following: Duties- Specific.

The HCW shall provide services within the scope of the clinical privileges granted by the commanding officer, the applicable duties provided in the basic contract, and the following:

In addition to the qualifications and requirements in the standard Advanced Office Clerk position description for NHCP, the following will apply to this task order:

Utilize computerized systems such as the MHS GENESIS, and associated systems on NHCP Network.

Prepare and enter Health Care Provider (HCP) appointment schedules into MHS GENESIS, per MTF guidelines, for approximately 55 providers per month.

Performs approximately 500 to 600 verifications and updates of patient demographics and insurance information per month. Generates appropriate clinical and administrative forms adhering to the MTF SOP and MHS GENESIS Super-user guide.

Print approximately up to 6 technical and administrative reports daily (e.g., list of daily patient appointments, End of Day Reporting) from MHS GENESIS and provide daily correspondence to providers and other healthcare team members, for the provision of clinical services and completion of patient records.

Screen, record, and redirect approximately 400 to 500 telephone calls per clinic per month using appropriate telephone etiquette.

Schedule approximately 750 to 2,000 patient appointments per month and perform 80 to 1000 patient appointment notifications per clinic per month according to the MTF scheduling and notification procedures.

Screen, record, and route approximately 5-500 secure messages per clinic per month per MTF Standard Operating Procedures (SOP).

Check 500 to 2,500 patients into the clinic for their appointment utilizing the MHS GENESIS system per month.

Verify and update patient information and data using MHS GENESIS approximately 500 to 2000 times per month.

Submit a Monthly Report with Workload Statistics. Data shall be recorded by each clerk daily, reported for the month, and provided to the COR. Statistics to be reported in a monthly spreadsheet include the total number of incoming telephone calls answered, the number of outgoing telephone calls to patients, MHS GENESIS appointments booked, patients checked into MHS GENESIS, the number of reports generated, and the number of providers the contractor created/managed appointment schedules for during the month.

REQUIREMENTS:

Education. High School diploma or General Educational Development (GED) equivalency. Basic medical terminology required.

Experience: At least one year in medical office scheduling, in an office setting, or at least one year in relevant experience

Must be a US Citizen.

UNIQUE MILITARY HEALTH CARE SYSTEMS/PROCEDURES:

Armed Forces Health Longitudinal Technology Application (AHLTA)

Composite Health Care systems (CHCS) and/or MHS GENESIS.

Defense Enrollment Eligibility Reporting System (DEERS);

Military Filing System - by sponsor's social security number, terminal digit order, color-coded and blocked filing system.

Contents of a military medical record, layout, sections, family member prefix designation, forms used in an MTF, and the medical record tracking procedures.

EssentrisTM is the client-server version of the Clinical Information System (CIS).

Coding Compliance Editor (CCE) Systems.

Surgery Scheduling System (S3).

Our benefits include:

Paid Federal Holidays

Robust Healthcare and Dental Insurance Options

401a plan

401k plan

Paid vacation and sick leave

Continuing education assistance

Short Term / Long Term Disability & Life Insurance

Veterans are encouraged to apply

AAI does not discriminate in employment opportunities, terms and conditions of employment, or practices on the basis of race, age, gender, religious or political beliefs, national origin or heritage, disability, sexual orientation, or any characteristic protected by law. Pending guidance from the Safer Federal Workforce, employees may in the future be required to provide evidence of COVID-19 vaccination or request and receive approval for a medical or religious exemption.