Admissions And Disposition Clerk (Day Shift)

Job Description:ADMISSIONS AND DISPOSITION CLERK Bethesda, MD Walter Reed National Military Medical Center (WRNMMC) is the Nation's largest and most renowned joint military medical center. Dubbed "The Nation's Medical Center," WRNMMC proudly serves military beneficiaries in the Washington, D.C. area as well as those from across the country and around the globe. WRNMMC is a tertiary care center providing services in over 100 clinics and specialties and is proud to be known as the first destination in the continental United States to care for the wounded, ill, and injured from global conflicts. RESPONSIBILITIES:Knowledge and understanding of medical terminology and usage of hospital terms and abbreviations.Demonstrates attention to detail.The ability to communicate effectively both orally and in writing.The ability to support the provisions of the Health Insurance Portability and Accountability Act (HIPAA), the Privacy Act, and other such directives.The ability to work well with others as a team in an open environment.Excellent customer service skills in person, on the telephone, and on the internet.Shall possess a high degree of interpersonal skills when dealing with all levels of customers and personnel within the Sections, Divisions, and at the Command level.Shall be able to read, write, speak, and understand English well enough to effectively communicate with patients and healthcare providers.Knowledge of computer operations and proficiency in the use of basic word processing, data entry, and automated medical documentation.Must be able to pass the Command security clearance. REQUIREMENTS:EDUCATION: At least 12 months of experience as a medical secretary is required.Must be knowledge and experience in the use of Department of Defense (DOD) electronic medical records systems, e.g., Armed Forces Health Longitudinal Technology Application (AHLTA), Composite Health Care System (CHCS), Essentris and the Transportation Command (TRANSCOM) Regulating and Command & Control Evacuation System (TRAC2ES). PERFORMANCE OUTCOMES: Customer Service (Telephone).Properly answers telephone calls on one of 3 lines, averages 25 – 35 calls per person per 12-hour shift, and assists callers.Obtain assistance when needed.Uses proper and complete “Warm Handoff” (Stay on the line to ensure someone picks up the transferred call and introduces the transfer to ensure the new call recipient is willing to assist the caller) method when redirecting calls.Provides the caller with the transfer phone number prior to initiating a phone transfer.Takes complete and legible messages and ensures they are properly routed to the recipient. Customer Service (Front Desk)Greets visitors to the Patient Admin front desk (average 60 – 80 visits per day).Inquires as to services/information required by visitors.Properly assist visitor, redirects or takes a message.Provides eligible visitors with eligibility documentation after eligibility verification.Redirects visitors to another resource when not able to assist them.Assists with answering telephone calls. Registration (CHCS)Completes proper registration when requested.Prior to registering a patient in CHCS, ensures registration forms are completed and checks Defense Enrollment Eligibility Reporting System (DEERS) in CHCS or Online to verify the patient’s eligibility for care and demographics.Determines proper patient category (PATCAT) to ensure proper access to care and billing.Ensures completion of all data elements (normally 100+ data points).Captures any Other Health Insurance (OHI) information from the patient (Not for Active Duty)Completes Third Party Collections DD Form 2569. ELIGIBILITY:Makes eligibility determinations quickly and completely upon request or as required.Checks DEERS in CHCS or Online to verify patient’s eligibility for care.Understands and is able to explain DEERS (TRICARE) eligibility and alternate eligibility.TRICARE.Direct Care for Active Duty.Direct Care Only.Eligibility via Sharing Agreement.Eligibility via Secretarial Designation.Understands and is able to explain options for patients not eligible for care (NEFC).Understands and is able to explain the financial obligations of patients (NEFC).Makes proper and complete notifications for patient NEFC receiving care or admission. Electronic Medical Record Creation (Essentris)Receives request for creation of Essentris Record via telephone or in person.Properly verifies patient’s eligibility.Ensures completion of all required data elements. AdmissionReceives request to admit a patient by phone or fax.Completes all portions of the telephone admission request form when required.Verifies:sponsor’s Social Security Number (SSN)/DOD Identification (ID)patient’s Family Member Prefix (FMP)patient’s eligibility.source of admission.unit of admission.Medical Expense and Performance Reporting System (MEPRS) Serviceattending physician.patient’s diagnosis.Completes admission utilizing CHCS.Completes all data entry points in ORE and proceeds with admission in RPA and FRG.Prints all corresponding admission paperwork.Properly creates an inpatient paper medical record.chooses proper records.fills in the patient’s FMP, SSN, and name on the outside of the record.ensures correct order of admission paperwork in the chart.Properly fills in the admission (Quality Assurance) QA Check List document.Properly identify “Distinguished Visitor” (DV) admissions.Obtains a determination/authorization for the release of information for DV admissions.Activates the appropriate notification. ED Expedited AdmissionsReceives calls from Emergency Department (ED) requesting admission.Verifies patient eligibility.Verifies requested admitting service.Facilitates connection of ED Provider, Admitting Service Provider, and Nursing Officer of the Day (NOD) via monitored conference callA monitors Conference call to obtain admission information (Attending, Service, Diagnosis, and Ward Assignment).Admits patient in CHCS as above.Processes admission as above. Running RecordsEnsures all proper paperwork is in the Medical Record Chart before running the record.Ensures correct billing rate charges for each individual patient.Takes Medical Record Charts to patient’s rooms.Obtains updated patient demographics.Obtains required initials and signatures from a patient in the Medical Record.Updates information in computer systems when returning to the office.Submits the chart for QA/Review. Trigger Reports (Transfers)Checks the email group for ADT Triggers emails periodically throughout the work shift.Looks up the billing number in Essentris and goes to the patient’s orders upon receipt of an email in the inbox.Determine if the order is for admission data, ward transfer or an attending/MEPRS code change. Completes the necessary order request in CHCS via ADM, ORE or Change Clinical Service (CCS Function Key). Ward RoundsPrints a Ward Roster.Goes to each individual inpatient ward or unit.Verifies the Ward Roster with each Charge nurse.Documents any patient discharges or transfers.Enters discharges and transfers in CHCS utilizing ORE and RPA. Provider One Call/ Patient Coordination Center (PCC)Mans the phone in the PCC as assigned by Sift LeaderReceives requests for a Consult, Outpatient Transfer, or Inpatient transfer via the Provider One Call phone line.Documents Provider One Call events on the Intake form and the Essentris PCC Intake Note.Properly fills in each section on the form.Verifies patient eligibility.Creates an Essentris Chart for the Patient.Finds the requested service’s PCC Cell phone number.When the requested service provider answers, introduces themselves and explain that they have a Provider One Call (P1C).Places both providers on hold and calls the NOD on their PCC Cell Phone, introduce themselves, and the P1C call.Joins the providers and the NOD on the call so they can discuss the patient to be transferred.Stays on the line to capture clinical and logistical information and ensures that transportation will be provided and that a ward/bed is assigned or that a phone number is available to call when bed/ward assignment is made.Ensures there is a phone number for Nursing Reports and Transportation info exchange.Ensures NOD provides or provides the accepting ward Charge Nurse with the Nursing Report phone number.Maintains contact with the Transportation Point of Contact (POC) until transport info is captured.Provides transportation info to Base Access via the current process. Medical Evacuation (MEDEVAC)Accesses TRAC2ES at least every 2 hours during evening and weekend shifts to identify inbound patients and verify the status of outbound patients.Assists with the coordination of logistics for Inbound/Outbound movement of patients.Receives and communicates to the MEDEVAC Staff any requests for outbound movement of patients. Obtains and passes on to the appropriate medical staff all errors for outbound Patient Movement Requests (PMR).When provided, enters data to initiate outbound PMRs.When provided, enters data required to clear errors in outbound PMRs.Receives and passes on as appropriate, mission-related details from TRANSCOM or from the Air Staging Facility (ASF) at Joint Base (JB) Andrews.Coordinates and or effects notification of Command assets and Service Liaisons based on patient’s category.Ensures or completes the admission and or preadmission of inbound MEDEVAC patients per physician’s request/direction.Coordinates the flow of information between Patient Accountability/MEDEVAC and the appropriate medical services, the MEDEVAC Teams, the NOD, and other Command Elements to keep them informed of patients’ departure/arrival dates and times.Identifies and communicates the need for special equipment for incoming or outgoing patients to the medical staff and MEDEVAC Teams to ensure patient safety.Coordinates with the NOD for bed availability and assignment for inbound patients.Coordinates with the ASF JB Andrews and the Duty MEDEVAC Nurse for the selection of appropriate vehicles for safe patient transport to and from the flight line.Coordinates with the Transportation Office for the timely departure of appropriate vehicles in support of inbound/outbound patients.Provides and records notifications to predetermined Command Elements that mission assets are en route from the flight line to the medical center when they are 1 hour, 30 minutes, or 15 minutes out and when they arrive onboard the base.Ensures complete and accurate turnover of all MEDEVAC information to the oncoming shift.Ensures the reporting and recording of all problems or issues encountered with any of the MEDEVAC processes to Division Leadership. Decedent Affairs:Prints out a “Page 11” from CHCS for the Officer of the Day (OOD) when an inpatient dies in the facility.Assists the OOD in locating a Death Packet when an inpatient dies in the facility.Assists OOD with completion of the Death Packet upon request.Assists the OOD in the completion of a Maryland State Death Certificate upon request.Discharges the patient in CHCS (DIED DURING INPATIENT STAY) at the time of death.Assists the OOD/Command Duty Officer (CDO) Staff in locating the completed Death Packet when the Funeral Home arrives to pick up the body.Assists the OOD/CDO with the completion of the Release forms when the Funeral Home arrives to pick up the body. Birth Registry:Picks up Mother’s Worksheets from the Mother Infant Care Center (MICC) on weekends, holidays, and after hours.Collects Mother’s Worksheets from discharging moms.Verifies that the Mother’s Worksheets are complete and legible.Is able to explain upon request:The reason worksheets are required in a timely manner.How long it should take to hear back from Maryland Vital Statistics about the official Birth Certificate?How long it should take to hear from the Social Security Administration about the newborn’s SSN?How to request an official Birth Certificate from the State of Maryland. Ambulatory Procedure Unit (APU) PrescreenMan the APU Prescreen Patient Admin desk to provide basic PAD functions for the APU.Complete 9 – 15 Admissions each day of patients arriving for same-day surgeries.Check DEERS Online or in CHCS to verify the patient’s eligibility for care for admission or screening.Verify and or update the CHCS registration (FRG) for each patient/packet received.Capture any Other Health Insurance (OHI) information from the patient (Not for Active Duty).Understand and be able to explain options for patients not eligible for care (NEFC).Understand and be able to explain the financial obligations of patients' NEFC.Make proper notifications for patient NEFC receiving care or admission.Create an electronic medical record when needed in Essentris.Using the Patient Documentation Program print the outpatient labels.Properly create a “Chart” for each admission/screening completed.Collect and review each PreOP packet.Place the PreOP packet inside the “Chart”.Return the completed “Chart” to the APU Prescreen Front desk for each prescreen. REPORTS:Completes reports for the purpose of informing Command Leadership and meeting pre- established expectations both within and outside of the Command.Extracts data from CHCS, Essentris and other common data sources.Uses reports that are preformatted and templates that are available in an electronic formatUses go byes, a sample format used as guidance, to create reports.Completes reports on an as needed basis with parameters that are well established.Completes corrections and or additions to reports after they have been reviewed by Division Leadership and prior to distribution outside the Division. Training Other Personnel:Assists with the training of new personnel.Assists with the creation of training aids.Assists with the creation of Standard Operating Procedures.Assists with the creation of Training Standards.Assists with the creation of a Desk Top Go-Byes.Actively participates in Process Improvement/Performance Optimization (PI/PO). Defense Medical Human Resources System-internet (DMHRSi) Completion:Properly enters hours worked on each day during the reporting period.Logs into the DMHRSi site on the final work day of each reporting period (every 2 weeks).Saves and submits hours before leaving on the last workday of the reporting period. UNIQUE MILITARY HEALTH CARE SYSTEMS/PROCEDURES:Composite Health Care systems (CHCS).MHS Genesis System.Armed Forces Health Longitudinal Technology Application (AHLTA). An electronic medical record documentation system designed for the MHS.EssentrisTM, the client-server version of the Clinical Information System (CIS).3M - Coding Compliance Editor (CCE) Systems. About AAI AAI is focused on delivering outstanding services to the federal government. We have extensive experience in the fields of cyber security, development, IT infrastructure, supply chain management, and other professional services such as system design and continuous Improvement. AAI is a VA CVE-certified Service-Disabled Vet