Job Description

MEDICAL APPOINTMENT CLERK

Oak Harbor, WA

  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. Our website is  

AAI is actively recruiting a Medical Appointment Clerk to perform in the Naval Health Clinic (NHC) Oak Harbor, which is located on Naval Air Station Whidbey Island (NASWI). NHC Oak Harbor optimizes lethality for worldwide contingencies onboard Naval Air Station Whidbey Island by providing quality, cost-effective health services in support of the medical and dental requirements of 50 tenant commands, including 22 Squadrons; over 9,000 active-duty service members, 17,939 beneficiaries, and approximately 9,000 veterans. NASWI, Patrol and Reconnaissance Wing TEN (P3s/EP3s/P8s), the Electronic Attack Wing (EA-18G Growlers), and NHC Oak Harbor are known as Team Whidbey. In addition, NHC Oak Harbor supports Navy-led Search and Rescue operations in the greater Pacific Northwest and Commander Navy Installations Northwest Emergency Response Services. Active-duty service members attached to NHC Oak Harbor also augment medical power across operational platforms. 

RESPONSIBILITIES:

• The Medical Appointment Clerk will schedule appointments in a government computer system for primary care, specialty, and subspecialty medical care. In addition to scheduling requested appointments, this position will call patients or respond to secure messaging submissions to schedule, reschedule, and/or cancel appointments as needed, including appointments for consult/referral specialty care within the MTF or at civilian facilities.
• Clearly speak and understand the English language.
• Use of standard office equipment, such as personal computers, copiers, fax machines, and telephone systems.
• Possess general medical ethics, telephone etiquette, and excellent communication and customer service skills.
• Work Environment/Physical Requirements. The work is mainly sedentary but may require walking, bending, standing, and/or carrying light items such as files, manuals, and medical records.
• Schedules medical appointments and determines patient eligibility for services from phone calls, secured messaging or other methods used for appointment requests. Supports PCM by name processing for appointments and appropriate access to care timeframes during the allocation of standard appointment types. Conduct patient intake, cancellations, rescheduling, and follow-up appointments.
• Maintains appointment schedules using a government computer system, Composite Health Care Systems (CHCS), AHLTA, or MHS GENESIS.
• Maintains accurate and up-to-date patient schedules and logs. Utilizes the Government computer system tools and standard protocols (detail codes, freezing slots, and TRICARE online usage) to facilitate maintenance of appointment slots, rescheduling options, or cancellation processing.
• Validates basic patient demographic information prior to booking appointments for patients. Makes required updates.
• Call patients or respond to secure messaging requests as needed to schedule, reschedule, and/or cancel appointments. Promotes consult/referral specialty medical care within the MTF or at civilian facilities. Provides the patient with specific visit instructions.
• Pulls records and files documentation as needed. Confirms medical records are available for upcoming appointments on provider schedules.
• May assist in the preparation of patient notices (telephonically or form letter formats) for appointment reminders, no-shows, or reschedule/cancellations.
• Shall burn radiologic images onto a compact disc for outside requesting medical facilities, external organizations, and for patients requesting a copy of their images, in accordance with standard operating procedures.
• Receive and electronically deliver telephone messages (t-cons) to PCMs and/or clinic nurses by using the Government computer system, standard protocols, and individual clinic guidelines as needed.
• 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 volume of appointments booked/rescheduled/canceled, the volume of procedures booked/rescheduled/canceled, the volume of telephone conversations entered into AHLTA, the volume of telephone conversation “call-backs” performed, the number of radiographic DVDs made for patients, the volume of Un-booked Appointment Request reports (UARR) reviewed/booked, the volume of current eligibility checks performed, the volume of future eligibility checks performed, and volume of OHI (Other Health Insurance) verifications performed.
• At least one clerk shall attend the Access to Care Meeting for central booking representation.

Requirements:

• A fully qualified typist (computer keyboard) with a minimum of 50 WPM is required.
• Education. High school diploma or General Educational Development (GED) equivalency.
• Experience. At least 6 months of experience in medical office scheduling.
• Must be a U.S. 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).

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.

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