Medical Office Specialist - Unit Clerk (U) (4962)

About the Department

This position functions as the key administrative support in clinic who will maintain patient clinical administration information. This position will help to ensure patient data is accurate and up to date; coordinates with clinical teams to provide non-clinical assistance with stocking and rooming patients; is responsible for ensuring accurate registration for efficient referral processes; answers and routes phone calls appropriately; assist directing clinical patient questions and complaints to appropriate clinical teams.

*This position is ON SITE only*

Position Duties

Patient Administration in Clinic 60%
1. Trained and knowledgeable of scheduling application. 
2. Serve as patient administration lead inside clinical areas. 
3. Assists with answering, screening and routing patient clinical calls to appropriate clinical team members. 
4. Serves as the liaison between clinical teams and front desk reception to coordinate clinical administration and tasks. 
5. Organizes the clinical area medical documentation via fax and ensures are properly routed to appropriate clinical teams or medical records for scanning. 
6. Organizes letters and scripts requested by patients from providers and ensures proper placement for patient pick-up. 
7. Initiates and organizes new patient forms prior to appointments for clinical teams 
8. Knowledgeable of daily provider schedules and can identify errors in order to quickly inform schedule teams. 
9. Assist front desk reception to complete follow up appointments for patients. 10.Assist with front desk, reception as necessary for clinic coverage 
10.Assist with front desk, reception as necessary for clinic coverage
Non Clinical Patient Care 40%
1. Trained and knowledgeable of Electronic health record for view access.
2. Obtains neglected or erroneous demographic information in order for referrals and authorizations to occur efficiently for clinical teams.
3. Obtain any signatures from patients in exam rooms that are needed.
4. Assist patients sign up for patient portal to increase access of communication with clinic.
5. Assist with printing patient chart summaries, when needed.
6. Assist clinical teams to turn over exam rooms and inventory stock.
7. Provide non-clinical assistance rooming patients.
8. Assist with release of medical records as needed to facilitate patient care
9. Schedule patients with specialty clinic appointments at FCM as ordered by providers.
10.Coordinate in-office consults with Integrated Care Professionals and Community Health Care Workers as needed and directed by the clinic staff.

Minimum Qualifications

Credentials to be Verified by Placement Officer
1. Any one or any combination totaling two (2) years (24 months), from the categories below:

1. College education with coursework in a medical or para-medical field such as nursing assistant, medical assistant, or medical secretary and/or business fields such as business, finance, computer science, public administration, or social science, as measured by the following conversion table or its proportional equivalent:
   • 30 semester hours equals one (1) year (12 months)
   • Associate’s Degree (60 semester hours) equals eighteen months (18 months)
   • 90 semester hours equals two (2) years (24 months)
2. Work experience comparable to that performed at the Medical Office Associate level or in other positions of comparable responsibility.

Knowledge, Skills & Abilities (KSAs)
1. Knowledge of medical terminology.
2. Knowledge of medical records and operating procedures.
3. Knowledge of medical laboratory and x-ray, billing, and admissions procedures.
4. Knowledge of computer systems and clinic forms.
5. Knowledge of automated admissions and/or billing systems.
6. Skill in maintaining detailed records.
7. Skill in communicating effectively with patients and families from a wide variety of persons from different economic and cultural backgrounds.
8. Oral and written communication skills
9. Organization skills, including time management and workflow.
10. Skill in adapting and working under pressure and amid interruptions.
11. Skill in explaining rules, policies, and their interpretations.
12. Ability to use a medical dictionary.
13. Data entry ability with great attention to detail.
14. Ability to supervise, train, lead and direct the work of others. 
15. Ability to add, subtract, work with percentages, and perform cash transactions effectively.
16. Ability to establish and maintain working relationships with medical staff.
17. Ability to keep patient data confidential.
18. Ability to use independent judgment and resolve problems quickly.
19. Ability to identify work priorities and follow them to complete daily tasks. 
20. Ability to be stable and maintain cooperative working relationships with clerical and professional staff.

Condition of Employment

Pursuant to the State Universities Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date. 

Other Qualifications

Provides medical education and clinical healthcare services.