Medical Clerk

POSITION PURPOSE: This position is responsible for the prompt and courteous assistance to all patients of DVCH. This position is responsible for courteously answering patient calls and scheduling medical appointments for each health center. The position is responsible for completing all initial paperwork involved in patient registration and producing the encounter form which allows the patient to be examined by a provider. This position acts as back-up for the MOH/Medical Clerk as necessary.

Patient Assistance

• Courteously greets patients, visitors, and incoming calls identifying the health center.
• Processes appointment and walk-in patients.
• Creates Electronic Practice Management encounters.
• Refers appropriate patients to the Patient Account Counselor.
• Verifies health insurance coverage and insures eligibility.
• Registers new patients and creates an electronic chart.
• Collects copayments when necessary.
• Assists with appointments and referrals when necessary.
• Screens incoming patient calls.
• Records any incoming messages received from patients to their electronic health record.
• Answers questions from patients and forwards calls to the supervisor as appropriate.
• Calls patients the night before their scheduled appointments to remind them of their appointment time.
• Reschedules appointments when a provider calls out sick or is scheduled to be off from work.
• Communicates with patient via the patient portal when it is the preferred contact method

Records Management

• Pulls and files all patient charts, lab studies, and correspondence.
• Maintains the security and privacy of the medical records.
• Prints and processes requests for medical records for hospitals, agencies, and patients.
• Sorts, scans, and electronically files paper documents in the patient's electronic health record.
• Shreds paper documents once they are appropriately filed electronically

Clerical Duties

• Identifies supplies which need replenishing and supplies this information to the supervisor.
• Sorts and distributes incoming mail for the providers and medical records staff.
• Sorts and distributes incoming faxes.
• Generates and mails recall letters to patients.

Medical Appointments

• Schedules medical appointments for all providers at the Health Center.
• Maintains providers schedules.
• Balances providers schedules to ensure patient flow.
• Reports any malfunctions of the appointment system to the supervisor.
• Confirms patient appointments for the health center daily.
• Reschedules all canceled appointments via telephone or through patient portal.
• Enrolls patients into the Patient Portal.
• Schedules patients via the Patient Portal.
• Accounts for all open encounters each day.
• Ensures patients with HMO insurance are capitated to the health center.

Telecommunications Operations

• Forwards calls to appropriate personnel.
• Retrieves return calls, pages the employee, and/or takes complete and accurate phone messages.
• Communicates with the after-hours answering service.
• Transfers incoming calls from the answering service to the switchboard telephone lines at the beginning of the workday when assigned.
• Transfers incoming calls from the switchboard telephone lines to the answering service at the end of the workday when assigned.
• Reports any telecommunication malfunctions to the supervisor.

Fiscal Duties

• Reconciles daily receipts worksheet for copayments at the end of each day.
• Returns the daily receipts worksheet and copayments collected to the Health Center Manager or designer at the end of each day.
• Follows policy 8080 in for cash collection procedures.
• Accurately determines all copayments.

Supplemental Duties

• Participates in community-based health fairs and other projects.
• Translates for providers and patients, when applicable.
• Provides coverage for health center clerical staff as requested.
• Provides coverage for evening hours as requested.
• Completes other duties as requested by the supervisor.

Nothing in this job description restricts the management’s right to assign or reassign duties and responsibilities on this job at any time.

Delaware Valley Community Health, Inc. is an Equal Opportunity Employer