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Company: East Hawaii Medical Group
Location: Hilo
Posted on: May 3, 2021

Job Description:

Job Title:  COVID Vaccine Administration Clerk                                         

I.              MAJOR DUTIES AND RESPONSIBILITIES                                               

  • Preadmission/Admission of Patients                                                                    

Attends orientation and training sessions; learns the principles, concepts, work processes, regulations fundamental to admission as listed below:

  • Interviews patients or their representatives and obtains demographic and primary and secondary insurance information.
  • Researches and update previous records within the information system or enters information to create a new file.
  • Notifies appropriate hospital personnel of new registrations so that admitting orders can be obtained.
  • Explains hospital policies regarding room accommodations and visitors.
  • Discuss and determine method of payment with the patient and/or responsible party, collects deposits, acquires signatures on all pertinent forms.
  • Initiates and accurately completes all necessary admitting forms recognizing that these documents constitute a medical legal document.
  • Prepares an addressograph plate showing pertinent patient information by utilizing an electric plastic plate embosser.  Prepares a patient wristband and attaches the wrist band to the patient.
  • Assigns the patient a COVID Vaccine appointment based on availability of the schedule, vaccine inventory and other variables.
  • Answers phone calls for patient questions, troubling shooting on VAMS, and helping with scheduling appointments.
  • Inputs additional information into the system as directed.
  • Complies with rules, regulations, rights and statutes of State, Federal hospital and hospital regulatory agencies.
  • Maintains files of admittance and other records.
  • Works closely with billing department to resolve all billing/collections issues.
  • Responsible for verifying information given by the patient is accurate and completed.
  • Acquire signature of patient, family members or significant others, on all pertinent documents pertaining to the admission.
  • Utilize electronic media for validating insurance plan codes, certificate numbers and expirations of coverage, validates the certificate numbers for each insurer/subscriber, enter the subscriber verification information into system.
  • Assist patients in obtaining authorizations required for reimbursement.  Prepares and provides patients with an Advance Beneficiary Notices for Outpatient procedures.
  • Discuss and determine method of payment with the patient and/or responsible party; collects deposits and acquires signatures on all pertinent forms.
  • Maintains and updates appointment information, count of vaccinations per day, and other information needed for COVID vaccine clinic.

B.         Insurance Verification                                                                                 

  • Reviews patient demographic information collected through the preadmission, admission or registration process for accuracy.
  • Contacts insurance carriers to obtain benefits and eligibility for the specific insurance plans.
  • Utilizes electronic media for validating insurance plan codes, certificate numbers and expirations of coverage.
  • Validates the certificate numbers for each insurer/subscriber.
  • Enters the subscriber verification information in the EMR patient data base system.
  • Updates patient record with specific changes required prior to bill production.       
  • Conducts precertification when necessary in order to ensure coverage for services.
  • Refers continued stay certification to the Utilization Review Coordinator when information is needed beyond what the Admitting Department can provide.
  • Addresses error resolution with the appropriate Admitting staff for improved future results.

D.        Other Unit Responsibilities                                                                        

  • Distributes the pre-census and census daily for update by nursing personnel.
  • Updates the hospital patient data base system to reflect transfers, bed swaps, and discharges at the direction of the nursing units.
  • Computes and maintains admitting and census statistics as required for various agencies such as Department of Human Services and Medicare and for hospital administration on a monthly basis.
  • Distributes copies of admission summaries to departments and physicians.
  • Assists in the training of new employees on all functions.
  • Administer, monitor and audit hospital key control system.  Maintains key safe.
  • Process and distribute incoming/outgoing mail.  Receives courier deliveries when Storeroom is closed.  Receives all returned patient statements, obtains correct mailing address and forwards statement to patient.
  • Receives payments and issue receipts for patient accounts and/or medications during the periods that the Business Office is closed, i.e., after normal working hours, weekends and holidays.
  • Maintains strictest confidentiality for all facility and facility-related employee information.
  • Follows all applicable rules, policies, laws, regulations, and accreditation requirements.
  • Communicates and interacts with patients, families and other staff members in a positive and courteous manner.
  • Compliance with mandatory inservice requirements, e.g, patient rights crisis prevention, annual mandatory health and safety fairs, etc.
  • Plans and organizes workload and is aware and flexible to acute needs of the unit.
  • Performs other duties as assigned.                                                   


Keywords: East Hawaii Medical Group, Hilo , Clerk, Other , Hilo, Hawaii

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