Job Description

Medical Clerk - Department of Pathology & Laboratory Services (BAMC 2026-25146):

Bowhead seeks a Medical Clerk to support the Department of Pathology & Laboratory Services at the Brooke Army Medical Center (BAMC) in San Antonio, TX. The Medical Clerk selects from alternative methods and refers problems not solvable by adapting or interpreting substantive guides, manuals, or procedures. Typical duties include managing patient’s health records and history; gathering and filing patient information; processing discharge papers; assisting in a variety of administrative matters; maintaining a wide variety of financial or other records (stored both manually and electronically); verifying statistical reports for accuracy and completeness; compiling information; and handling and adjusting complaints.

Support Hours: Monday - Friday 0730 -1630

Responsibilities

Essential job functions:

• Greet and receive visitors and provide assistance as appropriate.
• Answer telephone calls, take detailed messages and/or direct calls to appropriate office staff members, and schedule appointments as needed.
• Transmit, receive, and acknowledge documents, electronic mail, and telephonic messages, and deliver time-sensitive information to appropriate office staff members. Use and manage communication pager and/or intercom system to page staff members.
• Prepare and review a variety of correspondence and/or reports for clarity and completeness, as well as grammatical and procedural accuracy.
• Address and mail documents, send and receive faxes, conduct filing, make copies, scan documents, collate, and bind materials for reports and/or distribution.
• Prepare and maintain suspense logs, spreadsheets, and automated files as required by local policy or Division, Department, Branch, or Section Chief. Maintain a current on-call listing, alert rosters, and directories for designated offices and/or agencies.
• Maintain administrative calendar, schedule conferences and meetings, and provide reminders to specified individuals regarding assigned commitments.
• Collect, sort, and deliver incoming correspondence, and deliver outgoing correspondence to the designated distribution center. Generate and format reports, forms, and listings. Maintain designated forms in stock for office utilization.
• Ask for proper identification and verify eligibility for services in accordance with AR 40-3 and local policy guidance. Refer questionable cases to the Patient Administration Division for determination. Verify appointments and enter patient data into MHS Genesis. Ensure military orders and letters of authorization have appropriate dates and signatures authorizing treatment. Manage the appointment line to facilitate patient reception and appointment processing.
• Perform administrative procedures and complete designated paperwork required per local policy regarding insurance, third-party liability, or other designated patient treatment documentation.
• Use knowledge of medical terminology, clinic standard operating procedures, and various appointment templates to book and schedule patient appointments within the clinic and at other hospital clinics. Select, complete, and route requests for patient activities and/or procedures. Coordinate and/or schedule patients at other military and non-military healthcare facilities.
• Type and review a variety of correspondence, including reports, for clarity, completeness, and grammatical and procedural correctness. Fax, file, copy, scan, collate, and bind materials for reports and/or distribution. Copy, address, and mail out documents.
• Prepare and maintain suspense logs, spreadsheets, and automated files as required by local policy or Division, Department, Branch, or Section Chief. Maintain current on-call listings, alert rosters, and directories for designated offices and agencies.
• Prepare a list of HIV specimen transmittals and ship specimens to the reference laboratory according to shipping documents. Assist in investigating, responding to, and correcting HIV specimen discrepancy file errors within 48 hours of receipt.
• Collect, sort, and deliver incoming correspondence and deliver outgoing correspondence to the designated distribution center. Generate and format reports, forms, and listings. Requisition and maintain designated forms in stock for office usage.
• Greet and receive patients in the clinic. Ask for proper identification and verify eligibility for services in accordance with AR 40-3 and local policy guidance, referring questionable cases to the Patient Administration Division for determination. Verify appointments and enter patient data into MHS Genesis. Ensure military orders and letters of authorization have appropriate dates and signatures authorizing treatment. Manage the appointment line to facilitate patient reception and appointment processing.
• Instruct all new patients on completion of data intake forms, assist them as necessary, and issue required informational materials.
• Assemble, prepare, address, and mail out notifications to patients regarding laboratory and/or radiology test results.
• Enter and/or accept patient demographics and laboratory requests into MHS Genesis and generate barcode labels and/or transmittal lists.
• Monitor results for completion on a daily basis and enter results into MHS Genesis once finalized by the reference laboratory. Ensure STAT/ASAP patients are immediately sent to the bleeding room for phlebotomy procedures.
• Issue department-written instructions and a 24-hour urine container to patients with 24-hour urine requests. Ensure specimen containers are closed, labeled with patient identification, and recorded in the specimen accountability ledger for processing in accordance with department procedures.
• Assist with capturing and collecting various workload data and statistics, which is provided to the supervisor for presentation at the monthly departmental Performance Improvement Committee meetings.
• Receive, evaluate, accession, and sort laboratory specimens prior to MHS Genesis validation.
• Ensure proper specimen type and labeling for delivery to laboratory sections or shipping to external reference laboratories. Maintain and organize the work area, ensuring adherence to local safety and infection control protocols.

Qualifications

• A high school diploma or equivalent is required at a minimum in addition to at least two (2+) years’ experience in a hospital administrative environment.
• Administrative experience in a government and/or hospital setting highly desired.
• Intermediate level computer/PC knowledge required including Microsoft Excel, Outlook, Word and PowerPoint.
• Must be able to work in a fast-paced, deadline driven office environment where privacy and confidentiality is critical while working alone and in teams to ensure mission success.
• Must be able to pass a pre-employment physical and provide proof of TDAP and Influenza vaccinations prior to employment and update as required.

Physical Demands:

• Must be able to lift up to 25 pounds
• Must be able to stand and walk for prolonged amounts of time
• Must be able to twist, bend and squat periodically

SECURITY CLEARANCE REQUIREMENTS: There are currently no Security clearance requirements however qualified candidates must be able to successfully obtain a NACI check to gain access to the facility. Bowhead retains the right to change these requirements due to contractual requirements. Due to the location of this work, US Citizenship is a requirement for this location.