Medical Clerk - Department of Medicine

Overview

MEDICAL CLERK - Department Of Medicine (BAMC-2026-26):

Bowhead's subcontractor VTI seeks a Medical Clerk to support the Department of Medicine (DOM) at the Brooke Army Medical Center (BAMC) in San Antonio, TX. The Medical Clerk is 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.

Responsibilities

Essential functions will include:

- Greet, receive, and interview patients and/or sponsors and/or other persons having knowledge of and/or accompanying the patient. Ask for proper identification and verify eligibility for services.

- Contact the clinic's designated oversight official or COR for eligibility verification when required. Have a basic understanding of the regulations and policies related to patient identification requirements and patient eligibility, such as Defense Enrollment Eligibility Reporting System (DEERS).

- Verify appointments and enter patient data into the MHS Genesis or other system used by the clinical service to register, schedule, and book new or established follow-up patients.

- Ensure military orders and letters of authorization have appropriate dates and signatures authorizing treatment. Manage appointment line to facilitate patient reception and appointment processing.

- Complete DD Form 2569, Third Party Collection Program - Record of Other Health Insurance, and contact an admission clerk when forms are complete, and the patient is ready for admission.

- Use knowledge of medical terminology, clinic standard operating procedures, and various appointment templates to book and schedule patient appointments within the clinic. Select, complete, and route requests for patient activities and/or procedures.

- Use MHS Genesis and/or any automation system utilized by the clinic or hospital to perform appointment or procedure scheduling, appointment cancellation, schedule follow-up appointments, end-of-date processing, enrollment status verification, and update of select patient file data.

- Monitor and communicate delays in scheduled appointments to the appropriate staff and patients. Reschedule patients as required.

- Be knowledgeable of template management and perform those functions as required to ensure provider templates are accurately submitted/modified as required no later than 45 days out.

- Call patients to change, cancel, and remind them of upcoming appointments. Reschedule patient appointments if the provider is TDY, deployed, sick, on leave, or otherwise unable to see patients.

- Conduct end-of-day closure, ensuring disposition of all the day’s clinic appointments and/or resolving discrepancies to ensure correct workload accountability.

- Collect Third Party Insurance data from all non-active-duty uniformed service beneficiaries and civilian patients visiting the clinic. Initiate and complete as much as possible, DD Form 2569.

- Conduct individual follow-up interviews with those individuals to ensure data is accurate and complete. Make copies of Medicare, Veterans Administration, or other health insurance cards when available.

- Update information into MHS Genesis.

- Query patients regarding data accuracy, required changes (e.g., address or telephone changes), and enter revised data into MHS Genesis along with other health insurance information.

- Make copies of all new, modified, or annual DD 2569 and send one to the Patient Administration Division for filing in the patient's record and one to Uniform Business Office (UBO) for filing and billing.

- Provide TRICARE informational brochures to beneficiaries not enrolled and direct interested personnel to the TRICARE Office for further assistance.

- Review and update all patient demographics data files. Request clarification of patient data and obtain additional information as required.

- Ensure registration data is accurate and complete. Correct all MHS Genesis registration problems when requested by supporting services (x-ray, lab, etc.).

- Use the Defense Eligibility Enrollment Reporting System (DEERS) to verify patient eligibility upon admission.

- Make appropriate follow-up checks on patients found to be ineligible, including confiscating military identification and/or referral to the immediate supervisor.

- Ensure military orders and letters of authorization have appropriate dates and signatures authorizing treatment within the facility.

- Exercise tact and courtesy in all dealings with patients, families, and staff members at all times.

- Instruct all new patients on completion of data intake forms and assist them as necessary. Use the computer to compile data on patients treated at the clinic for data collection, workload recording, and/or reconciliation.

- Assist with orienting and providing information to newly assigned personnel as to administrative procedures.

- Assist in obtaining patient insurance information, demographics, initiating SF 558 or other designated Physician Documentation System, such as T- Systems (TSYS), for medical services documentation, and MHS Genesis registration data on trauma patients who are treated in the Department of Medicine.

- Perform end-of-day processing in the MHS Genesis for patients who present themselves for medical care.

- Copy medical records as requested and retrieve both inpatient and outpatient medical records/charts from the outbox in the Team Center. Retrieve and order lab and x-ray reports.

- Prepare and attach slips and labels to specimens collected and prepared by the medical staff; gather and record laboratory results using a data retrieval computer system when requested by care providers.

- Attach lab and x-ray results to patient charts and notify doctors when results are available. Contact other departments for a variety of support (e.g., medical records, portable x-rays, etc.).

- Use MHS GENESIS for entering provider requests for patient CTs, MRIs, Nuclear Medicine scans, labs, and x-ray orders. Attach lab/x-ray results to patient charts and notify the doctor that the results are done.

- Prepare required folders and forms for scheduled patient appointments.

- Comply with HIPAA, Joint Commission, and other appropriate governing directives regarding the management and release of medical information.

- Assist with faxing, filing, copying, scanning, collating, and binding of materials.

- Print mailing, filing, and identification labels.

- Perform the full range of receptionist, recordkeeping, and miscellaneous administrative clerical duties within the ambulatory setting.

- Generate and format reports, forms, and listings by sorting, selecting, and merging documents.

- Type a variety of materials relevant to the clinic, including routine correspondence, progress reports, medical statements, memoranda, and statistical reports using various automation systems and programs.

- Ensure correct spelling, formatting, and grammar.

- Copy, address, and mail out documents. Collect, sort, and deliver incoming correspondence.

- Deliver outgoing correspondence to the designated distribution center.

- Assist with requisitioning and maintaining designated forms in stock for clinic usage.

- Provide clerical support and coordination to clinicians processing patient administrative actions to include other facilities, such as the Veterans Administration, as outlined by the Contracting Officer Representative or clinic leadership.

Qualifications

- 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.

This is a SCA position and the targeted hourly rate is $25.44 hourly.

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.

Please note that the salary information is a general guideline only. Bowhead considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as, market and business considerations when extending an offer.