Business Office Clerical Specialist

Job Title: Business Office Clerical Specialist

Department: Business Office

Reports To: Director of the Business Office

FLSA Status: Non-Exempt

Employment Status: Full-Time

Location: Tulsa, OK

Work Schedule: Mon-Fri 8AM-5PM

Travel Requirements: None

Position Summary

Provides clerical and administrative support to the Business Office by managing medical documentation, maintaining accurate records, monitoring worklists, and assisting with administrative processes to support efficient departmental operations.

Primary Duties and Responsibilities

• Locate operative reports and other required documentation within hospital and electronic health record systems.
• Verify documentation is complete and appropriately signed by the responsible physician.
• Upload and accurately file completed documentation in the appropriate electronic system.
• Maintain and monitor tracking lists for outstanding or incomplete documentation and follow up as needed.
• Assist with building and preparing encounters as assigned.
• Provide clerical support to the authorization team and other Business Office functions as needed.
• Perform data entry, document management, record retrieval, and worklist maintenance.
• Maintain the accuracy, confidentiality, and security of patient and business information in accordance with applicable policies and regulations.
• Learn and follow established processes and adapt to changing departmental priorities.
• Perform other related clerical duties as assigned.

Qualifications

• Education: High school diploma or equivalent.
• Experience: Medical office, healthcare, or business office experience preferred but not required.
• Licensure / Certifications: None required.
• Knowledge / Abilities: Strong attention to detail and organizational skills; ability to manage multiple tasks and follow up on outstanding items; ability to work with electronic health records and computer applications; ability to learn new systems and processes; ability to maintain confidentiality of sensitive information. NextGen experience preferred.

Physical Demands

• Primarily sedentary work with frequent use of a computer and other office equipment.
• Occasional standing, walking, bending, reaching, and lifting or carrying office materials.
• Ability to communicate effectively and exchange information with coworkers and other individuals.
• Ability to use the phone for an extended period of time.
• Ability to look at a screen for an extended period of time.
• Ability to type on a keyboard for an extended period of time.

Work Environment

• Primarily an office/business environment with routine use of computers and electronic systems.
• Work may involve frequent interruptions, changing priorities, and multiple concurrent tasks.
• May have occasional exposure to clinical or healthcare environments when retrieving or managing patient documentation.
• Must maintain confidentiality and comply with applicable privacy and safety requirements.