The Ward Clerk, under the direction of the Medical Records Administrator, is responsible for coordinating and processing patient referrals for specialty services not provided at the Sault Tribe Health Division and communicating with the patient for all scheduling requirements.

The position assists the health care team in educating the patient / family. The position is responsible for completing all administrative functions associated with referral activities and for entering referral documentation into the Sault Tribe Health Division tracking program (RPMS / EHR).

• Maintains ongoing tracking and appropriate documentation of referral from creation to completion i.e. receiving the referral consult, scheduling the referral, details (phone, fax, dates, and notifications), and closing the referral.
• Ensures complete and accurate registration, including demographic and current insurance on file to ensure a smooth transition of care to an outside specialist or testing.
• Schedules appointments with specialists / diagnostic / physical therapy for the patient.
• Assembles and disseminates patients' clinical background information pertinent to the referral in accordance with Privacy and Security Standards.
• Contacts insurance companies to ensure prior approval requirements are met.
• Presents necessary medical information such as history, diagnosis, and prognosis to an outside medical care provider to whom the patient is being referred.
• Reminds patients of scheduled appointments via mail or phone.
• Ensures that the patient's chart is up-to-date with information on specialist consults or diagnostic testing related to the referral coordinated.

ADDITIONAL RESPONSIBILITIES : (includes, but is not limited to, the following)

• Attends Departmental, Clinic, and organizational meetings and training.
• Covers office support staff when needed and aids with answering telephones, sending faxes and making copies as needed.
• All other job-related duties as assigned.

CONTACTS :

Immediate peers, peers in another department, immediate supervisor / manager, managers in other departments, executives, customers and outside vendors / service providers, internal and external health care professionals, and hospitals.

PHYSICAL REQUIREMENTS :

Position sedentary primarily sitting / lifting a maximum of 10 pounds. Physical factors include constant use of near / midrange / far vision, depth perception, color / field of vision, typing;

frequent sitting, use of hearing; occasional standing, walking, carrying / lifting, pushing / pulling, stooping, kneeling reaching, use of smell, and bending.

Working conditions are typical medical office environments. Potential hazards include constant infectious exposure, patient contact, computer use, and occasional exposure to moving mechanical parts, chemicals, needles / syringes, and equipment use.

REQUIREMENTS :

Education : High School diploma or equivalent.

Experience : Minimum of 3 years of experience working in a medical office setting is required.

Certification / License : Basic Cardiac Life Support (BCLS) Certification is required. Will be required to undergo and successfully pass a background check.

Must maintain a good moral character standing. Will be required to complete and pass pre-employment drug testing.

Knowledge, Skills, and Abilities : Knowledge of Medical Terminology is required. Knowledge of HIPAA and the Privacy Act is required.

Must be able to establish and maintain effective communication with co-workers, supervisors, and the general public. Must be able to use word processing, spreadsheet, and database software.

Knowledge of RPMS / Electronic Health Record systems preferred Must have working knowledge and be able to use office machines, such as calculator, copier, fax, printer, and computer.

Must have organizational skills and be able to plan, prioritize and manage workload to meet goals in a timely manner. Must be able to communicate effectively both orally and in writing.

Must have critical thinking skills. Must be able to use tact, discretion, and sensitivity in dealing with customers. Must be able to work under pressure and handle difficult situations.

Must maintain confidentiality. Native American preferred.

Last updated : 2024-06-02