Medical Office Clerk

Overview

QuarterLine (QL), a Planned Systems International (PSI) company, is seeking a dedicated and compassionate Medical Office Clerk – Emergency Medicine to support a government healthcare contract at Naval Medical Center Portsmouth, Virginia, within a high-acuity Emergency Department in a Department of Defense (DoD) medical treatment facility. The selected candidate will perform critical front desk and administrative functions including rapid patient check-in, registration, tracking, coordination with clinical staff, and real-time documentation in a fast-paced, high-volume environment.

This role requires strict adherence to contract requirements, Emergency Department workflows, Policies & Procedures, and DoD/HIPAA regulatory standards to ensure timely and accurate patient processing. The ideal candidate will demonstrate the ability to prioritize under pressure, maintain situational awareness, and support clinical operations during urgent and emergent situations. This position requires a dependable professional who can meet government credentialing, security, and onboarding requirements while contributing to mission readiness and high-quality emergency care for service members and eligible patient populations.

Essential Functions and Job Responsibilities

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 the 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.

Specific Duties:

• Knowledge of the general function and protocols of the various clinical and administrative departments within the Naval Medical Center, Portsmouth. Familiarity with reviewing, extracting and recording medical information and data for the clinical staff’s use in planning care and scheduling consultations. Thorough knowledge of the various services of the Department, the medical terminology and procedures to properly prepare documents necessary for patient registration. Knowledge of the administrative procedures related to triage and patient flow, patient care and patient record maintenance to facilitate patient access to care. Knowledge of agency regulations governing patient eligibility for service and care.
• Knowledge of forms used for filing and medical records. Thorough knowledge of clinic procedures and assembling patient charts to independently perform the clerical work for patient care.
• Thorough and in-depth knowledge of comprehensive word processing, appointment scheduling, statistical reporting, and general communication capabilities of MHS GENESIS to facilitate patient access of care, general day-to-day functioning of the EMD and documentation of clinic workload
• Knowledge of spelling, punctuation, grammar and medical terminology used to effectively communicate patient information/status to clinical staff.
• Knowledge of effective and tactful communication, interpersonal relationship skills as it relates to patient satisfaction, and staff professionalism to contribute to an overall positive working environment.
• Skilled in typing to complete correspondence and enter data into MHS GENESIS, and other
• computer systems.
• Knowledge of Microsoft Windows and software applications (i.e. Word, Excel and Access).
• Familiarity with reviewing, extracting and recording medical information and data for the clinical staff’s use in planning care and scheduling consultations.
• Greet all patients who arrive to the EMD. Additionally, contracted personnel shall perform a “face-to-face” registration process, which requires contracted personnel to perform some or all patient registration duties at either the bedside and/or the registration desk.
• Perform a variety of complex clerical support functions in a health care setting by assessing patient needs and eligibility for health care services, collecting and recording patient information, and providing information and services to patients.
• Receive and respond to various inquiries from patients refer medical questions concerning a patient’s condition or treatment to the physicians and nurses
• Perform routine face-to-face patient registration procedures using computerized systems and manual methods
• P repare and type correspondence using computer systems. Contracted personnel shall perform other administrative and clerical tasks related to patient visits to facilitate efficiency of care using specific guidelines
• Receive phone calls from physicians, emergency room personnel, providers at outlying clinics or other departments, and patients
• Check each chart and transcribe requests from handwritten charts for ancillary studies into MHS GENESIS, and shall retrieve completed lab results, produce hard copies and place onto the patients’ chart
• Shall organize, file, and retrieve medical records according to clinic guidelines.

Minimum Requirements

• Degree/Education: High School Degree or GED.
• Experience: Minimum one (1) year of clerical experience in a medical setting, or any combination of education and experience that demonstrates the required knowledge, skills, and abilities.
• Legal Authorization to Work in the United States: The contract worker performing under this contract must be a U.S. Citizen.
• Certification(s): Basic Life Support (BLS) from the American Heart Association or the American Red Cross. Certification cards must display the American Heart Association or the American Red Cross. Web-based (on-line) classes are not acceptable by the Government.

Additional Information

• Must pass TB Test.
• Subject to a background/security investigation.
• Willingness to comply with DHA vaccination requirements.
• Pre-employment drug screening.
• Contract workers shall maintain good personal hygiene and present a well-groomed and professional appearance IAW the policy at the place of performance.
• The work requires long periods of sedentary activity involving intense concentration and repetitive manual tasks. Some walking, standing, bending, and lifting of multiple files is involved. The work involves periods of rapidly changing pace requiring adequate stress management skills. Contracted personnel shall perform all duties in a professional and ethical manner.

Company Benefits

PSI offers full-time, benefits eligible employees a competitive total compensation package that includes paid leave, and options for employer sponsored group medical, dental, vision, short-term and long-term disability, life insurance, AD&D coverage, legal services, identity theft, and accident insurance. Flexible spending account and health saving account options offer pre-tax savings for qualified medical, dental, and vision expenses. The company sponsored 401(k) retirement plan has an employer contribution match that is immediately vested. We invest in the professional growth of our employees through professional courses, certifications, and tuition reimbursement programs.

EEO Commitment

It is company policy to promote equal employment opportunities. All personnel decisions, including, but not limited to, recruiting, hiring, training, promotion, compensation, benefits, and termination, are made without regard to race, color, religion, age, sex, sexual orientation, pregnancy, gender identity, genetic information, national origin, citizenship status, veteran status, protected veteran status, disability, or any other characteristic protected by applicable federal, state, or local law. Reasonable accommodations for applicants and employees with disabilities will be provided. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources by emailing [email protected], or by dialing 703-575-8400.