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Indian Health Service: The Federal Health Program for American Indians and Alaska Natives
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MEDICAL CLERK (OFFICE AUTOMATION)
G S-679-05

I. INTRODUCTION
This position is located in the Emergency Department of the Kayenta Health Center, Kayenta Service Unit, Kayenta, Arizona. The Clinic is combination of Out-Patient Clinic and Level I I I-24/hour Emergency Room.

The purpose of this position is to provide clerical and technical support for the Emergency Care Department in order to promote and maintain the efficient functioning of the department. Works in conjunction with Business Office for updates in the department processes.

II. MAJOR DUTIES AND RESPONSIBILITIES
Acts as a Receptionist for the Emergency Care Department.: 20%
Answers questions and directs outpatient visitors to appropriate clinical locations and/or departments. Interviews patients to obtain pertinent patient registration information such as insurance information and authorization to enable the Billing Department to bill for health care services provided from alternative resources, including the non-beneficiary services. Assures that all patients understand their entitlement in an Indian Health (I H S) facility. Determines the eligibility of patients seeking health care. Identifies those patients whose health benefits are subject to prior approval to determine the extent of health care for patients. Obtains and verifies the health records and the R P M S Patient Registration System for Medicaid, Medicare and Private/Commercial Insurance eligibility. Obtains signatures for file on required forms. Preserves patient confidentiality. Promotes patient advocacy. Translates/Interprets for patients and doctors. Maintains and adheres to confidentiality of Medical Records and communication with patients in accordance with the Privacy Act, J C A H O and His standards. Prepares 1st P N packets for clinical use for patients.

Maintains an appointment system by computer and/or appointment book: 20%
Makes E R patient appointments for general or specialty clinics, comprehensive services and/or consultants. Reviews P C C’s for completeness and directs patients accordingly. Identifies and appropriately routes patients requiring Urgent or Emergency Care. Notifies appropriate provider of such presentations.

Makes appointment for E R patients with the Radiology Department. Educates patients on instructions to follow, if needed. Maintains medical record current by updating addresses, location of residence and telephone numbers when indicated. Maintains/post current telephone numbers to all facilities, as well as private doctors that come to our facility to do patient care. Types rough draft or revised policies and procedures for the department. Performs a variety of materials accurately from written sources with the knowledge of grammar, spelling, capitalization, and punctuation needed.

Receives, screens and directs calls to appropriate personnel of the Emergency Care Department. Sets up Safe-ride services for patients that are qualified. 10%

Orders and maintains stock of inventory for clerical and medical supplies in the storage area as required by the Department. 10%

Prepares orders for special supplies/equipment for the Emergency Care Department. Completes all 393’s for supply and equipment orders. Maintains G S S C Supply book on increase, decrease of
supplies. Maintains inventory on all equipment in each area of the department. Maintains a Commitment Register on all supply/equipment orders for Emergency Care Department.

Provides Monthly Budget Report on Emergence Care Department. 10%

Maintains/stocks all categories of super-bills appropriately. Assists with the super-bill circulation in E R Department and back to Medical Records Department. Ensures copies of blank super-bill encounter forms are in the medical chart prior to patient being triaged.

Inputs monthly doctor’s E R coverage in the computer and distributes appropriately. 15%
Maintains department monthly activity schedule and distributes.

Prints P C C forms for the department.: 10%

Assists the department with Quality Assurance/Performance Improvement Program with clerical functions, data collection or retrieval of data.

Types P I Reports for the Emergency Care Department, Quarterly and Annually. Assist staff in preparing patient transfer paperwork.

Other duties as assigned: 5%

Certified to do P E / M O S S A intake for qualified patients.
Maintains cleanliness of the reception area and the Unit in general.
Maintains communications with the staff and supervisor on all changes for suggested methods.
Types, copies, and distributes unit correspondences and memos.
Distributes incoming and outgoing mail.

III. FACTORS:
Factor 1- Knowledge Required by the Position:
Knowledge of normal formats forms typing policies, and common terminology of the office or unit. Knowledge of clerical/administrative procedures and requirements peculiar to the organization of assignments. Knowledge and skill with computer programming/word processors in working with R P M S, Lotus Word Processing, Microsoft Word/Excel. Knowledge required to advice establishes and maintain a filing system to provide readily accessible program information. Knowledge and skill to utilize I H S forms, procurement procedures and area policies related to obtaining off schedule items. Knowledge and skill in Xeroxing, faxing, utilizing telephone systems such as paging, beeper audits, etcetera. Knowledge and skill in patient interview techniques. Knowledge of internal organization structure and Medical Records in order to assemble patient information, to initiate new patient records or to reactivate retired charts. Knowledge of advance medical terminology and the procedures common to the medical/surgical services in order to record and report tests and x-ray results accurately and give necessary instruction to patients for diagnostic procedures. Knowledge of established procurement system and the methods used to supply outpatient services. Knowledge of the culture and customs of clientele.

Factor 2 – Supervisory Controls:
Works under the supervision of the Supervisory Clinical Nurse of Emergency Care. The Supervisor defines the major priorities and explains special assignments. The incumbent plans and carries out the day-to-day work of the office independently, referring only very unusual problems to the supervisor or other staff. Work is reviewed in terms of the overall efficiency of the services provided to patients, accuracy of information obtained and to ensure compliance in accordance with established priorities and procedures.

Factor 3 – Guidelines:
Guides include directives pertaining to administrative practices and procedures, correspondence, filing systems and other I H S regulations.

The incumbent uses judgment to the guideline, which is appropriate for the specific situation. When existing guidelines cannot be applied, the incumbent refers the programs to the supervisor.

Factor 4 – Complexity:
Employee performs a full range of duties within the Nursing and Emergency Care Department. Decisions regarding what needs to be accomplished are based on knowledge of duties, policies and program goals of the Emergency Care Services.

Factor 5 – Scope and Effect:
The work affects the accuracy and reliability of further processes and the total management of the Nursing Department and Emergency Care Department. Duties such as the processing of authorized documents, courteous patient contact and good public relations affect the ability of the facility to provide patient care and increase patient compliance.

Factor 6 – Personal Contacts:
Contacts are with employees of all levels within the Emergency Care Department, with other service unit staff, patients and/or family members, visitors, community representatives and officials of other agencies.

Factor 7 – Purpose of Contacts:
Incumbent assists and coordinates the work of the Emergency Care Department. Contacts are to clarify or exchange information also plan and coordinate the care and treatment of patients and provide factual medical information to determine eligibility for services, and to provide liaison to providers and recipients. Purpose to also to assist the supervisor with positive public relations both within the hospital and the community.

Factor 8 – Physical Demands:
Manual dexterity in use of a typewriter, computer/word processor, and visual acuity (with or without glasses). The work requires the ability to move about the Emergency Care Department and Service Unit readily and to carry light items such as books, papers, and patient records.

Factor 9 – Work Environment:
The major part of the work is performed at the front window of the Emergency Care Unit. Incumbent has frequent contact with patients and families while at reception desk. The incumbent may be exposed to infectious diseases.

IV. OTHER SIGNIGICANT FACTORS:

Ability to communicate effectively in Navajo and English to assist medical staff and nursing with accuracy when interpreting.