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Key Responsibilities and Required Skills for Medical Clerk

💰 $35,000 - $52,000

HealthcareAdministrativeClericalMedical Administration

🎯 Role Definition

The Medical Clerk is a vital administrative professional who ensures the smooth and efficient operation of a hospital ward, clinical department, or medical office. This role serves as the central hub for information, managing patient records, coordinating appointments, and acting as the primary liaison between patients, families, physicians, and other healthcare personnel. A successful Medical Clerk combines strong organizational skills with a deep sense of empathy, directly contributing to the quality of patient care by maintaining an organized and welcoming environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Customer Service Representative
  • Administrative Assistant
  • Data Entry Clerk
  • Receptionist

Advancement To:

  • Medical Office Manager
  • Lead Medical Clerk / Unit Supervisor
  • Medical Coder and Biller
  • Patient Access Supervisor
  • Health Information Technician

Lateral Moves:

  • Medical Secretary
  • Patient Registrar / Admissions Clerk
  • Unit Coordinator

Core Responsibilities

Primary Functions

  • Serve as the primary point of contact for patients, families, and visitors, greeting them in a courteous and professional manner upon arrival and via telephone.
  • Manage the complete patient check-in and check-out process, including verifying demographic information, updating insurance details, and collecting co-payments.
  • Schedule, reschedule, and cancel patient appointments with accuracy, coordinating with multiple providers' schedules and clinical resources.
  • Maintain and manage patient electronic health records (EHR) with strict adherence to confidentiality policies and HIPAA regulations.
  • Accurately enter and update patient data, physician orders, lab requests, and diagnostic imaging orders into the hospital or clinical information system.
  • Transcribe and process physician orders, ensuring they are communicated effectively to nursing staff and other relevant departments for timely execution.
  • Prepare, compile, and maintain patient charts and medical records, ensuring all necessary documentation, consents, and forms are present and properly filed.
  • Facilitate communication between physicians, nurses, and other healthcare team members by relaying messages, patient requests, and critical information promptly.
  • Manage incoming and outgoing correspondence, including mail, faxes, and emails, and distribute it to the appropriate personnel.
  • Verify patient insurance eligibility and benefits prior to appointments and procedures, and assist with pre-authorization processes as required.
  • Answer multi-line phone systems, screen calls, provide information to callers, take detailed messages, and direct calls to the appropriate staff.
  • Coordinate patient admissions, transfers, and discharges by preparing necessary paperwork and communicating with admitting, housekeeping, and other service departments.
  • Assemble admission and discharge chart packets, ensuring all documentation is complete for medical records and billing departments.
  • Process requests for medical records from patients, insurance companies, and other healthcare facilities, ensuring proper authorization is obtained.
  • Monitor and maintain the unit's census by tracking patient admissions, discharges, and transfers in the hospital's database.

Secondary Functions

  • Maintain and manage the inventory of office and clinical supplies, placing orders as needed to ensure the unit is well-stocked.
  • Assist in orienting and training new clerical staff on department-specific procedures, systems, and protocols.
  • Generate and prepare routine administrative reports, lists, and schedules for medical staff and department leadership.
  • Provide general administrative support, including photocopying, faxing, scanning, and filing documents to support departmental operations.
  • Coordinate with transport services for patient movement within the hospital and for discharges.

Required Skills & Competencies

Hard Skills (Technical)

  • Medical Terminology: Deep understanding of medical terms, abbreviations, procedures, and diagnoses.
  • EHR/EMR Proficiency: Hands-on experience with Electronic Health Record systems such as Epic, Cerner, Allscripts, or eClinicalWorks.
  • Patient Scheduling Software: Expertise in using scheduling systems to manage complex provider calendars and patient appointments.
  • HIPAA Compliance: Thorough knowledge of HIPAA regulations and best practices for protecting patient privacy and data security.
  • Insurance Verification: Skill in verifying patient insurance eligibility, benefits, and understanding different plan types (HMO, PPO, etc.).
  • Microsoft Office Suite: Proficiency in MS Word, Excel, and Outlook for communication, data entry, and report generation.
  • Multi-line Phone Systems: Experience operating and managing a busy multi-line telephone system in a professional setting.
  • Data Entry Accuracy: High level of speed and accuracy in typing and data entry to ensure the integrity of patient information.

Soft Skills

  • Communication: Excellent verbal and written communication skills for interacting clearly and compassionately with patients and clinical staff.
  • Attention to Detail: Meticulous and thorough approach to all tasks, from data entry to scheduling, to prevent errors in a high-stakes environment.
  • Empathy and Compassion: Ability to interact with patients who may be anxious or in distress with kindness and understanding.
  • Organizational Skills: Superior ability to multitask, prioritize, and manage time effectively in a fast-paced, often chaotic environment.
  • Problem-Solving: Proactive in identifying, addressing, and resolving administrative issues, patient concerns, and scheduling conflicts.
  • Interpersonal Skills: Strong ability to build rapport and work collaboratively with a diverse team of healthcare professionals.
  • Discretion and Professionalism: Upholding a high standard of professionalism and confidentiality at all times.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Certificate in Medical Office Administration, Health Unit Coordination, or a related field.
  • Associate's degree in Healthcare Administration or a relevant discipline.

Relevant Fields of Study:

  • Health Information Management
  • Business Administration
  • Healthcare Administration

Experience Requirements

Typical Experience Range: 1-3 years of administrative experience in a medical office, clinic, or hospital setting.

Preferred: Direct experience as a Unit Clerk, Patient Service Representative, or Medical Receptionist in a fast-paced hospital or specialty clinic environment is highly desirable.

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