Administrative Assistant - Appointment Line

Decypher; Brandon; Hybrid; GBP 15,000 - 21,000; Full time

Job summary

Decypher is seeking a Medical Office Support specialist to enhance patient engagement and administration at the clinic. You will manage inbound/outbound calls, schedule and coordinate referrals, and support primary and specialty care operations using ACD and TRICARE Online.

The role requires a fast typist, strong customer service, and solid knowledge of medical terminology and privacy guidelines. Monday–Friday schedules apply, with a competitive hourly rate and a path for growth within the

Qualifications

• Education: High school diploma or GED; admin assistant program desirable.
• Certifications: Basic Life Support (BLS).
• Experience: 6+ months in medical office scheduling or referral management; fast typist (50 WPM).
• General office and clerical skills; proficient communication and ethics.

Responsibilities

• Manage inbound/outbound calls and electronic communications.
• Schedule appointments and coordinate referrals.
• Utilize ACD and TRICARE Online for patient access and messaging.
• Maintain records and verify eligibility.
• Assist with appointment availability and referrals tracking.
• Attend training and perform additional administrative duties.

Skills

Typing speed

Telephone etiquette

Customer service

Scheduling

Records management

Education

High school diploma or GED

Administrative assistant program desirable

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Windows OS

Job description

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Join Decypher and make a direct impact on the health and readiness of America’s service members, veterans, and their families. Since 2008 Decypher has offered healthcare industry professionals careers where their expertise is valued, and their work makes a meaningful impact. Decypher partners with the Defense Health Agency to deliver professional services, technology, and management solutions. Our mission is to provide and support quality care for our veterans, servicemembers and their families, across the United States.

Job Summary:

High-quality patient engagement and administrative support by managing inbound and outbound communications, scheduling appointments, coordinating referrals, and supporting primary and specialty care operations within a Medical Treatment Facility. Utilize systems such as ACD and TRICARE Online to ensure timely patient access, accurate records management, eligibility verification, and efficient coordination between patients, providers, and clinic support staff.

Required Qualifications:

• Education: High school diploma or General Educational Development equivalency. Completion of administrative assistant program is desirable
• Certifications:
  • Basic Life Support (BLS)
• Experience:
  • At least six (6) months of experience in medical office doing scheduling or referral management. Customer Service Training/experience.
  • A fully qualified typist (computer keyboard) with a minimum of 50 Words per Minute is required.
  • General office administrative and clerical skills to perform receptionist duties and answer telephones. Standard office equipment, such as personal computers, copiers, fax machines, and telephone systems.
  • An understanding of general medical ethics, telephone etiquette, and excellent communication, to be able to actively convey information through the exchange of thoughts, messages, or information, by speech or writing, with excellent customer service skills, a professional demeanor, appropriate interaction with clients and able to promote the best image of the government.
  • Able to read, write, and speak English well and should not suffer from any reading, writing, speaking or hearing limitations, so as to ensure effective communication with customers on the phone.
  • Basic knowledge and skill level includes: principles of excellent customer service; TRICARE benefits; quality control and risk management; medical terminology, medical forms and records management; HIPAA guidelines for release of medical information; general medical and legal ethics; excellent communications skills; strong organizational skills; and computer operations, including operational skills with Microsoft applications (Windows Operating system, Microsoft Word, Microsoft Access, and Excel,); personnel shall understand the importance of meeting deadlines. Knowledge of current ICD- 10 (International Classification of Diseases, tenth revision) coding desirable but not required.
  • Functioning knowledge of Government appointing MHS Guide to Access Success and referral management business rules (AFMS RMC Guide), Government appointing information systems, DHA, TJC or AAAHC, UEI, HIPAA, DoD Health Information Privacy Regulation (DoD 6025.18-R), the Privacy Act, and DoD Privacy Program (DoD 5400.11- R). The Contractor shall ensure that their staff has read the current AFMS RMC User Guide prior to start of work.

U.S. Citizenship is required

Key Responsibilities:

• Patient engagement; quickly and effectively manage and triage inbound/outbound phone calls and electronic communications.
• Generate, receive, and electronically deliver telephone messages (t-cons) to medical providers and clinic support staff.
• Referral management will be required to assist walk-in customers with referrals.
• Perform within one or more of the following business lanes regarding primary and specialty care:
  • Appointing Management
  • Consult Management
  • Utilize the Automated Call Distribution (ACD) system and TRICARE Online (TOL) Patient Portal Secure Messaging.
  • Identify appointment availability, schedule, cancel, and reschedule appointments
  • Disposition, review, schedule, and track referrals
  • Assist with Right of First Refusal (ROFR) determination
  • Manage the “cancellation line” feature
  • Verify beneficiary’s eligibility
  • Initiate efforts to capture network reports upon request of the referring provider
  • Maintain records management
  • Attend all training activities per local Medical Treatment Facility policies.
  • Perform other administrative and clerical duties in support of medical care and operational support as required.

Answer main office phone line(s) and direct calls to the appropriate section or handle independently.

Work Environment & Schedule:

Monday to Friday 8:00am to 5:30pm.

Compensation:

$18.00 per hour.

Physical requirements:

Must be able to sit for extended periods, use a computer for typing and data entry, and perform repetitive tasks with attention to detail. Occasionally requires standing, walking, and lifting light items (up to 10–20 lbs) while handling office equipment and supplies.

Decypher is an equal opportunity and affirmative action employer committed to a diverse and inclusive workforce (M/F/D/V)