QuarterLine (QL), a Planned Systems International (PSI) company, is seeking a dedicated and compassionate Medical Office Clerk to support a government healthcare contract at Naval Medical Center Portsmouth, Virginia, providing administrative support within Orthopedic and Physical Therapy clinics in a Department of Defense (DoD) medical treatment facility. The selected candidate will manage front desk operations, patient scheduling, records management, and coordination of care in accordance with contract requirements, clinic workflows, and regulatory standards.

The ideal candidate will ensure accurate documentation while maintaining compliance with HIPAA and DoD policies in a fast-paced clinical environment. This role requires a dependable professional who can meet government credentialing, security, and onboarding requirements while working under a personal services arrangement. Candidates should bring relevant medical administrative experience and a strong commitment to supporting mission readiness and high-quality care for service members and eligible patient populations.

Core Duties:

• Greets patients/visitors at a clinic front desk; checks in patients for patient encounter.
• Answers main office phone line.
• Schedules medical appointments and determines patient eligibility for services as needed.
• Obtains documentation as requested by healthcare providers.
• Performs other administrative and clerical duties in support of the medical care and operational support.
• Creates appointment schedules and templates in patient appointment computer system.
• Conducts end-of-day process at close of business and resolves any delinquent or pending appointments in computer system.

Specific Duties:

• Knowledge of comprehensive word processing, appointment scheduling, statistical reporting, and general communication capabilities of MHS GENESIS to facilitate patient access of care, general day to day functioning of the clinic and documentation of clinic workload.
• Knowledge of spelling, punctuation, grammar and medical terminology used to effectively communicate patient information/status to clinical staff.
• Knowledge of the impact of effective and tactful communication and interpersonal relationship skills on patient satisfaction and staff professionalism to contribute to an overall positive working environment.
• Receive and respond to various inquiries from patients concerning a variety of medical, personnel, and administrative matters; Personnel shall determine the general nature of inquiry and independently respond to all administrative questions and refer medical questions concerning patient’s condition, progress or treatment to the physicians and nurses.
• Act as the information receptionist for the clinic, which involves the following: answering the telephone and receiving patients/family members/visitors in the clinic spaces; taking appropriate measures to ensure confidentiality and privacy during interactions and providing the necessary information and background material (i.e., patient’s chart, consults, brief description of problem, etc.) to aid the physician in handling callers/visitors.
• Perform routine patient check-in/check-out procedures using computerized systems.
• Enter and retrieve data from a variety of information systems, included but not limited to MHS GENESIS and Defense Enrollment Eligibility System (DEERS).
• Perform third party insurance verifications and refer ineligible patients appropriately.
• Schedule/make changes to computerized patients’ appointments by using clinic specific scheduling guidelines.
• Monitor electronic mail system (e-mail) to ensure all updates/changes to clinic appointment schedules are completed.
• Confirm changes of appointments by telephonic or personal communication with the physician and patient.
• Enter patient consults into MHS GENESIS.
• Transfer approved clinicians’ monthly appointment schedules for the following clinics: Total Joint, Hand, Sports Medicine, Spine, Podiatry, Foot and Ankle, and Fracture.
• Shall prepare and type correspondence, create calendars for clinic scheduling using computer systems, and perform other administrative and clerical tasks related to patient visits to facilitate efficiency of care using specific guidelines.
• Receive patients in emergency situations and promptly relay detail from the patient to a clinic nurse or physician.
• Receive phone calls from physicians, emergency room personnel, providers at outlying clinics or other departments, and patients. The Contractor employee shall screen incoming calls, ascertain the nature of the call, following established clinic guidelines, and forward calls appropriately.
• Ensure the next day’s appointments are all logged into MHS GENESIS and print SF-600 forms for all patients scheduled for the next day.

• Degree/Education: High School Degree or GED.
• Legal Authorization to Work in the United States: The contract worker performing under this contract must be a U.S. Citizen.
• Certification(s): Basic Life Support (BLS) from the American Heart Association or the American Red Cross. Certification cards must display the American Heart Association or the American Red Cross. Web-based (on-line) classes are not acceptable by the Government.

• Must pass TB Test.
• Subject to a background/security investigation.
• Willingness to comply with DHA vaccination requirements.
• Pre-employment drug screening.
• Contract workers shall maintain good personal hygiene and present a well-groomed and professional appearance IAW the policy at the place of performance.
• The work requires long periods of sedentary activity involving intense concentration and repetitive manual tasks. Some walking, standing, bending, and lifting of multiple files is involved. The work involves periods of rapidly changing pace requiring adequate stress management skills. Contracted personnel shall perform all duties in a professional and ethical manner.

PSI offers full-time, benefits eligible employees a competitive total compensation package that includes paid leave, and options for employer sponsored group medical, dental, vision, short-term and long-term disability, life insurance, AD&D coverage, legal services, identity theft, and accident insurance. Flexible spending account and health saving account options offer pre-tax savings for qualified medical, dental, and vision expenses. The company sponsored 401(k) retirement plan has an employer contribution match that is immediately vested. We invest in the professional growth of our employees through professional courses, certifications, and tuition reimbursement programs.

It is company policy to promote equal employment opportunities. All personnel decisions, including, but not limited to, recruiting, hiring, training, promotion, compensation, benefits, and termination, are made without regard to race, color, religion, age, sex, sexual orientation, pregnancy, gender identity, genetic information, national origin, citizenship status, veteran status, protected veteran status, disability, or any other characteristic protected by applicable federal, state, or local law.

Reasonable accommodations for applicants and employees with disabilities will be provided. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources by emailing HRDepartment@plan-sys.com, or by dialing 703-575-8400.