Medical Office Clerk

Overview

ERP International, LLC is seeking Medical Office Clerks for full-time positions supporting Naval Medical Center San Diego and surrounding clinics. Apply online today and discover more about this exceptional employment opportunity.  www.erpinternational.com

Position Locations:

DBC EASTLAKE Primary Care DBC MIRAMAR Primary CareDBC NASNI Primary CareDBC NAVBASE Primary Care DBC PT LOMA Primary Care DBC NMCSD Radiology DCSS NMCSD Breast Health Clinic

Be the Best!  Join our team of exceptional health care professionals across the nation. Come discover the immense pride and job satisfaction ERP Employees experience in providing care for our Military Members, their Families and Retired Military Veterans! ERP International is honored to be named a 2026 Top Workplace by WTOP News! 7 Years Running.

About ERP International, LLC: ERP is a nationally respected provider of health, science, and technology solutions supporting clients in the government and commercial sectors. We provide comprehensive enterprise information technology, strategic sourcing, and management solutions to DoD and federal civilian agencies in 40 states. Founded in 2006, ERP is headquartered in Laurel, MD and maintains satellite offices in Montgomery, AL and San Antonio, TX - plus project locations nationwide. ERP is an Equal Opportunity Employer - Disability and Veteran.

Responsibilities

Schedule:

Monday - Friday  0600-1800 - 8.5 hour shifts

No Holidays, No on call, or Weekends!

Core Duties:

• Greets patients/visitors at a clinic front desk.  
• Checks in patients for patient encounter.  
• Answers main office phone line.  
• Schedules medical appointments and determines patient eligibility for services as needed.  
• Obtains documentation as requested by healthcare providers.  
• Performs other administrative and clerical duties in support of medical care and operational support.  
• Creates appointment schedules and templates in patient appointment computer system.  
• Conducts end-of-day process at close of business and resolves any delinquent or pending appointments in computer system.  
• Provides customer service by telephone and/or in person. 
• Assists patients and/or family members with contacting social services, chaplains, health benefits advisors, or patient administration/admission personnel. 
• Creates preadmission charts and completes the process in the electronic reporting systems. 
• Corrects admission errors. 
• Prepares and files weekly and monthly reports based on input from logs and files. Operates facsimile machine and photocopies records. 
• Enters doctor's orders for lab and x-ray tests as they apply to specific patients and retrieves lab data via medical information system. Makes copies of urgent lab data reports phoned in and forwards to the Staff Physician. 
• Attends and participates in training and other meetings to maintain skills and upgrade information provided through collaboration. 
• Performs administrative procedures related to follow-up and tracking. 
• Reference laboratory orders, results and reports on the Government computer systems and records. 
• Communicates with referring laboratories or providers to solve problems. 
• Accessions patients into the laboratory rosters with accession numbers; updates status daily. 

DCSS – Additional COR duties – Medical Office Clerk:  

• In addition to the qualifications and requirements in the standard Advanced Office Clerk position description, the following will apply to this task order: 
• The contract staff will operate a call center that manages inbound and outbound calls from beneficiaries, validates beneficiary eligibility, schedules, cancels, and reschedules patient appointments in order to provide timely access to quality healthcare. 
• The contractor shall provide outbound calls in order to schedule specialty appointments for beneficiaries who have received a direct care specialty referral. 
• The contractor staff will record each beneficiary call with the government- supplied computers that interface with the standardized Military Healthcare System GENESIS (MHSG) electronic health record appointing and referral management system. 
• The contractor shall document calls in MHSG using the most current DHA and SDMHS policies. 
• Process appointment requests via Secure Messaging System (SMS), as well as outbound calls for patient care reminders, to include pre-appointment instructions and reminders (lab/radiology/fasting/pre-op surgery, etc.). 
• Generate outbound notification letters to beneficiaries referred to direct care specialty clinics. 
• Verify beneficiary eligibility via the Defense Enrollment Eligibility Reporting System (DEERS) system, updating patient demographic information, and scheduling beneficiary requests for MTF primary or specialty care appointments, as well as completing requests for cancellations and appointment rescheduling. 
• Complete outbound calls to facilitate the timely scheduling of specialty appointments in support of specialty referrals generated by an MTF Health Care Provider (HCP). 
• Conducts outbound calls to facilitate scheduling of preventative health appointments and surgery reminder calls. 
• Schedules and coordinates appointments with other SDMHS MTFs in order to meet beneficiary health care needs within TRICARE access standards. 
• Process Secure Message Service (SMS) transmittal requests for appointments, drive-time mapping capabilities in support of specialty care appointing, as well as outbound letters to beneficiaries referred for MTF specialty care. 
• The contractor shall ensure all staff are familiar with basic medical terminology and Microsoft Office products used with the beneficiary a PAS processes and understand business rules addressing beneficiary category access to the direct care and network systems. 
• The contractor shall ensure that PAS agents possess a functional knowledge of the TRICARE Healthcare Program and are familiar with the terminology and inter-relationships of the ATC categories, appointment types, referral processes, detail codes, provider specialties, and ATC standards. 
• The PAS agents shall receive annual refresher training in these areas, as well as stay abreast with TRICARE Program changes. The contractor shall provide proof of refresher training to the COR annually. 
• The contractor shall ensure PAS agents possess appropriate customer service skills (telephone courtesy). 
• The contractor shall provide trained staff to meet the standardized DHA and Market-specific appointing criteria and business rules IAW DHA IPM 18-001. 
• The contractor shall ensure that phones are continuously staffed with trained personnel, sufficient to handle projected call volumes while achieving all performance standards, during the designated business hours. 
• Appointing agents shall schedule, reschedule, and/or cancel appointments as well as correct appointment- booking errors for all inbound and outbound calls and correspondence IAW DHA business policies and procedures. 
• Appointment Scheduling. After validation of eligibility, the appointing agent shall interpret the beneficiary’s request for an appointment and apply the appropriate appointing criteria and directives to the request IAW DHA IPM 18-001. Appointing agents shall match the beneficiary’s request for service with the most appropriate ATC category, choosing the appropriate standard appointment types and detail codes that will appoint the beneficiary to an appropriate provider within the applicable DHA ATC standards. 
• Appointment Cancellation Procedures. The contractor shall ensure appointing agents cancel, and if appropriate, reschedule beneficiary appointments at the request of the beneficiary IAW SDM standardized business procedures. If the appointing agent is required to make an outbound call to the beneficiary, the beneficiaries registration information shall be verified and updated, if necessary, and will be compliant with HIPAA, DoD Health Information Privacy Regulation (DoD 6025.18-R), the Privacy Act, and DoD Privacy Program (DoD 5400.11-R). 
• When a cancellation notification is received from the beneficiary, the appointing agent shall cancel the appointment and offer to reschedule the appointment IAW DHA and SDMHS standardized business rules. The Referral agent will cancel the referral in the EHR per DHA IPM 18-001 business rules. 
• If a cancellation request is received from clinic or MTF staff, the appointing agent shall contact the affected beneficiaries and offer to reschedule the appointment IAW DHA and SDMHS standardized business rules. 
• If a cancellation notification is received indirectly from the beneficiary via a recorded message on a contractor provided line or other automated means the appointing agent shall contact the beneficiary in a manner preferred by the beneficiary to determine the need for a new appointment. One recorded attempt shall be made by the appointing agent to contact the beneficiary to determine the need for appointing services. No follow-up is required if the beneficiary left a recorded message indicating a new appointment is not required. 
• Blocked Call Rate. The contractor shall provide sufficient phone lines to ensure there are no blocked calls. 
• 5.1.24 Call Abandonment. The contractor shall provide sufficient personnel to prevent call abandonment. 
• Call Wait Time. The contractor shall ensure a live agent answers all calls within 60 seconds. 
• Defer to Network Patient Option. When MTF specialty access is not available within the TRICARE Access to Care standard, the Contractor will inform patients when a deferral to the network may result in a longer wait time for care than the direct care system using current MCSC data showing network access to care performance by specialty care type. Patients will be given the choice to wait for the next available MTF appointment or to be deferred to network. When patients who choose deferral to network the contractor will modify the referral and route it directly to the MCSC in accordance with DHA and SDMHS business rules. TRICARE for Life (TFL) referrals that cannot be booked within access to care standards will be routed back to MTF Referral Management Offices (RMO) for specialty appointing in the MCSC network in accordance with DHA and SDMHS policy. The COR will provide network “Days to Care” data for each MTF Prime Service Area (PSA) to the contractor monthly as provided by the Managed Care Support Contractor (MCSC). 
• Drive Time Mapping. The contractor shall maximize utilization of direct care capacity and will ensure that beneficiaries are scheduled at a SDM MTF within DHA ATC standards as well as drive time standards from residence to MTF. 
• First Call Resolution. Patients will be scheduled for MTF healthcare appointments in accordance with access to care and specialty drive-time standards. However, when there is not available MTF access available IAW DHA access to care standards, the contractor will follow SDM standardized business rules in order to optimize utilization of the direct care system and promote maximum patient satisfaction. Appointing agents shall not ask beneficiaries to call back. Reported by volume and percentage measured and reported at MTF and specialty clinic level. 
• Marketing and Messaging. The San Diego Military Appointing Center (SDMAC) shall ensure SDM and/or MTF marketing/educational messages are provided for beneficiaries to listen to while on hold. Requested changes to the messages will be recorded to a professional quality and implemented by the contractor within five working days. 
• Mini-Registration/Quick Registration. The appointing agents, upon contact by the beneficiary, shall validate DEERs eligibility. If the beneficiary is already registered, the Appointing agents shall verify and update, as required, beneficiary information to include name, address, and the primary telephone number to support text message and/or reminder notifications. If the beneficiary is not registered in DEERS, the 
• Appointing agents shall initiate a DEERS eligibility check and perform a mini registration in the DEERS system. The appointing agents shall refer beneficiaries with enrollment issues to the MCSC for resolution. 
• Outbound Specialty Appointing Calls. The contractor shall make outbound calls to all patients with MTF specialty referrals beginning on day two following the date of the referral. The Contractor shall place up to three documented calls or until successfully contacting the patient and scheduling the appointment. The third call will be not later than day 14. The contractor shall be responsible for sending secured message appointment information to beneficiaries on how to schedule an appointment within five business days of the third unsuccessful outbound call to the patient to schedule their MTF specialty appointment IAW DHA policy. The contractor will also initiate an phone call to contact the patient via primary telephone NTL 14 days, and they will mail letter after 30 days if phone/secure messaging is not efficient on contacting the patient. Contractors shall maintain documentation of calls made by date and time, corresponding success rates and provide a government with a report by the fifth calendar day of the month. 
• Revisions. The contractor shall update requests for revisions to appointing instructions by the SDMHS in the system within three working days following receipt of request for revision of appointing instructions in writing. 
• Routing and transferring calls. Agents shall route and transfer calls to the appropriate location based on SDM business rules. 
• MHSG Patient Portal Secure Messaging System (SMS). All MTF enrollees will have access to secure messaging. The contractor shall have secure messaging capabilities to support requests for appointments in all primary, specialty and behavioral health clinics. Appointing agents shall manage the appointing inboxes for each MTF and schedule appointments utilizing MHSG. The contractor shall respond to all patient-initiated messages within two hours of receipt. Once an appointment is scheduled, the appointing agent shall return a secure message (SM) to the beneficiary notifying him/her of the appointment date, time and any other applicable instructions IAW SDMHS standardized market business rules. 
• Standard Telephone Customer Service Scripts. The contractor will employ standard customer service scripts provided by the SDMHS for all PAS staff to optimize a positive patient experience. In the event of script changes submitted by the SDMHS Office, the contractor will incorporate changes within 72 hours of receiving changes submitted by the COR. 
• Inclement weather and contingency operations: 
  • In the event of inclement weather and/or contingency event, the contractor shall not ask that a beneficiary “call back”. The contractor shall have a contingency operation plan to execute large volume appointment cancellation notifications at the facility, market, MTF and/or clinic level in the event of inclement weather and/or natural or man-made events that precipitate a base closure. The contractor shall ensure appointing agents take action to cancel and reschedule appointments and appropriately update the beneficiary information automated message within 1 hour of notification by the SDM or MTF of closures or service curtailments. The contractor shall maintain all service performance standards as agreed upon within the contingency plan. 
  • The contractor’s plan should include procedures that will be implemented in the event systems are not operational, whether the issue is government or contractor related, to provide continued registration and appointing. The contractor’s plan shall include a process to maintain full and/or partial operating capability during potential contingencies up to and including MHSG outages, internet outages, building power failure, phone line outage, etc. The contractor’s contingency plan should evolve with capability and technology changes. The contractor will provide a copy of its contingency plan to the government for review and approval and acceptable plan no later than 15 calendar days prior to full contract performance start. 
  • The contractor shall have a mechanism in place for MTFs to contact the Contractors Operation Manager after hours in the event that weather closure decisions are made outside the contract hours of operation providing alert rosters of lead personnel to the Market/MTF. 
  • Within 30 calendar days after beginning operation of full contract performance, the contractor will schedule with the government a date for a tabletop exercise with all MTFs to ensure the viability of the contractor’s proposed contingency plans.  
  • Coordination of the tabletop exercise will be between the COR and the contractor. 

DCSS - Medical Office Clerk shall submit the following reports: 

• Operational procedures in the event systems are not operational. In order to provide continued registration and appointing services, the contractor’s plan shall include a process to maintain full and/or partial operating capability during potential contingencies up to and including MHSG outages, internet outages, building power failure, phone line outage, etc. The contractor’s contingency plan should evolve with capability and technology changes. The contractor will provide a copy of its Contingency Plan to the COR no later than 2 weeks before start of contract operations. Contractor will utilize manual record keeping ensuring beneficiaries are not asked to call back. The plan shall be validated by tabletop exercise 2 weeks prior to start of contract operations and annually thereafter. 
• Inclement Weather Plan. In the event of inclement weather and/or natural or man- made events that limits beneficiary access to military installations and/or MTFs, the contractor shall have a contingency operation plan that maintains adequate staffing to support to execute large volume appointment cancellation notifications and patient rescheduling. The Call Center (operated by DHB) shall possess the capability to update the beneficiary information automated by message within 1 hour of notification of notification by the SDM or MTF of closures or reduced capacity. The contractor’s plan shall be submitted to the COR for approval no later than 2 weeks prior to start of contract operations and annually thereafter. 
• Training Status. The contractor shall provide a report that details the training status of initial hires, recurring training for existing personnel, and dates of training completed for each functional area, PAS. The contractor shall provide the government with a report by the fifth calendar day of the month. 
• Manpower Reporting. The contractor shall provide a report that details the labor hours required for performance of services provided under this contract for Patient Appointing services. The report shall be separated by FTEs and part-time for each functional area. The contractor shall provide the government a report by the fifth calendar day of the month. 
• In addition to the qualifications and requirements in the standard Referral Clerk position description for NHCP, the following will apply to this task order: 
• Preferred, but not required, to have a minimum of 6 months experience providing administrative support in a medical facility supporting multiple practitioners. Experience should include handling multiple phone lines, a working knowledge of medical terminology, medical documentation requirements, standard patient scheduling practices, and creating administrative correspondence and reports. 
• In addition to the qualifications and requirements in the standard Medical 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 total number of incoming telephone calls answered, outgoing telephone calls to patients, MHS GENESIS appointments booked, patients checked into MHS GENESIS, number of reports generated, and the number of providers the contractor created/managed appointment schedules for during the month. 

Qualifications

Minimum Qualifications:

• Education: High School Degree General Educational Development (GED) equivalency

• Experience: At least six (6) months of experience in a medical office setting.

• Certification: None

• Security: Must possess ability to pass a Government background check/security clearance.• Life Support Certification: Possess a current AHA OR ARC BLS Healthcare Provider certification.

Pay Scale: $23.54 - 25.00 per hour, to be determined based on qualifications, experience, and location