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Medical Services Clerk Page 1 I 2 Jurisdiction: Cortland County Jurisdictional Class: Competitive Adopted: 10/20/05 MEDICAL SERVICES CLERK DISTINGUISHING FEATURES OF THE CLASS: The work involves responsibility for the performance of routine clerical work involving the use of medical or mental health terminology. The incumbent performs a variety of keyboarding activities including data entry and transcribing patient or client-care notes. Specific duties vary with the needs of the department. Procedures are usually fixed but detailed instructions are given for new or difficult assignments. The work is performed according to defined procedures and policies under the direct supervision of a Senior Medical Services Clerk or other higher-level employee. Work is reviewed by direct observation, checking completed work, periodic or spot checks, crosschecking or other steps in the clerical process. Does related work as required. TYPICAL WORK ACTIVITIES: (Illustrative only) Enters patient or client information into a computer database; Enters information regarding services provided to patients and clients into a computer database; Assembles and disassembles patient and client charts and reviews same for discrepancies; Reviews requests for information, prepares copies of requested information from client’s charts and once request is approved by a nurse or clinician forwards the information to requesting agency; Transcribes patient or client notes from treatment providers; Reviews employee time sheets for accuracy and completeness; Prepares a variety of fee-related documents including claim-forms, vouchers, bills, fee-scales, and purchase orders to determine eligibility for payment, assign fee scales or rates, verify accuracy and completeness of payments made, and/or reconcile bills as required; Assists families in completing enrollment applications or other health-related forms and collects necessary documentation including contacting patients, clients, or service providers as required; Reviews enrollment applications or other health-related forms for completeness and accuracy and forwards them to the appropriate Medicaid or insurance plan; Answers telephone and provides information to the public and/or receives patient and client referrals and forwards referrals to appropriate nurse or clinician; Schedules patient or client appointments as required; Prepares, stores, updates and retrieves lists and documents using personal computer software; Maintains inventory of and distributes office and medical supplies and equipment; Sorts, date stamps and distributes mail and packages; Maintains alphabetic, numeric and/or chronological files of correspondence, documents and materials by coding and filing new material, searching for requested material and periodically purging obsolete material; Copies letters, files and reports; Services as a receptionist and greets patients, clients and/or visitors; Collects fees and accounts for monies received as required. ---PAGE BREAK--- Medical Services Clerk Page 2 I 2 FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Good knowledge of modern office terminology, procedures, equipment and business English; Working knowledge of medical or mental health terminology; Ability to operate a personal computer and utilize common office software programs including word processing, spreadsheets and databases; Ability to analyze and organize data and prepare records and reports; Ability to organize and maintain accurate records and files; Ability to perform close, detail work involving considerable visual effort and concentration; Ability to establish and maintain effective working relationships with others; Ability to communicate effectively both orally and in writing; Ability to understand and follow oral and written instructions; Physical condition commensurate with the demands of the position. MINIMUM QUALIFICATIONS: Either: Possession of a high school diploma or equivalency diploma and one year of experience involving maintaining medical or mental health records; OR Two years of experience as defined in NOTE: Successful completion of coursework in Medical Technology or closely related field at a regionally accredited college or university, or one accredited by the New York State Board of Regents to grant degrees, may be substituted for the above experience with three semester credit hours being equivalent to one month of experience.