Goldbelt, Inc.

Advanced Office Clerk - Hospital Admin

Job Locations JP-02-Misawa
Position Type
Regular Full-Time


Goldbelt Glacier is accelerating healthcare delivery and providing superior force health readiness across the military, federal, and civilian landscapes. Goldbelt Glacier is committed to providing transformative and comprehensive health operational capabilities to support customers across scientific, clinical, technological, and program management areas.



As a part of the Goldbelt Glacier Team, you will be supporting military medical services for active-duty military personnel, their dependents, eligible DoD civilian employees, and other eligible beneficiaries designated by the Government. As a HealthCare Worker (HCW), you will be assigned to either a Military Treatment Facility (MTF) or other Federal medical treatment facilities in Misawa, Japan.


Essential Job Functions:

  • Shall provide administrative services to any department or section including: 1) Urgent Care Clinic and 2) Surgical Services. The COR will coordinate with the contractor on the location of contractor services.
  • Required to schedule and reschedule appointments within the Access to Care (ATC) categories per Air Force Instruction (AFI) 44-176, Access To Care Continuum and Defense Health Agency - Interim Procedures Memorandum (DHA-IPM) 18-001. This and all other AFIs listed in this PWS can be found at Administrative duties also include greeting patients and appropriately routing and screening phone calls. Verify patients are registered in Composite Health Care Systems (CHCS), MHS Genesis and Defense Eligibility and Enrollment Registration (DEERS). Assists with patient check in/out duties, performs end-of-day CHCS processing, completes clinic Ambulatory Data Management (ADM) functions, and coordinates patient related correspondence. Contractor is responsible to update demographic information. Orders, tracks, picks up, and delivers forms to customers.
  • Appointment Facilitation. The contractor is required to schedule appointments, locate medical records, and ensure appropriate documents are available prior to all patient visits. Prints diagnostic reports and/or treatment profiles as necessary; participates with Primary Care Manager (PCM) teams to complete Preventive Health Assessment (PHA) tasking, i.e., routing charts for record reviews, initiating Department of Defense (DD) Forms 2766, Standard Form (SF) 507, AF1042, DD2766C, DD2766, DD2795, DD2796, DD2900, Pre Deployment Checklist, Post Deployment Checklist, Travel Med Checklist, AF 250, Exercise & C+20 Checklist. All forms listed in this PWS can be found at
  • Will receive medical provider referrals and ensure demographic information is accurate and complete; track referrals to include obtaining reports from network providers as needed. Attaches supplementary documentation (i.e., lab results) to referrals as requested. Coordinates all referral appointments. Manage clinical phone consultation requests from patients. Disseminates referral instruction/handouts to beneficiaries with assistance of Government team members. Receives and routes evaluation/consultation reports to providers.
  • Medical record management and functions will be in strict accordance to higher headquarter guidance and or AFI 41-210, TRICARE Operations and Patient Administration. In the case of inconsistency Higher Headquarter guidance takes precedence. The contractor is must keep up general medical records by ensuring all forms are appropriately completed and filed, third party insurance information (DD Form 2569) and documentation is current and in the chart. Processes requests for records and paperwork. Performs in and out-processing, audits, retirement actions, and copies medical records as required. Conducts research on loose documents, annotates and files accordingly.
  • Research records for appropriate MTF ownership and mails accordingly. All records, files, and documents provided by the government remain government property. The government section supervisor will provide guidance to the contractor employee who shall maintain and dispose of these records, files, and documents.
  • Modify provider schedules and communicate schedule changes. Use current and department specific appointment booking protocols to schedule patient appointments.
  • Coordinate with sensitive duty program monitor(s) as applicable.
  • Perform Medical Expense and Performance Reporting System (MEPRS) monitor and Defense Medical Human Resource System-internet (DMHRSi) duties in accordance with AFI 41-102, Medical Expense and Performance Reporting System (MEPRS) for Fixed Military Medical and Dental Treatment Facilities.
  • Retrieve, compile, and analyze data from a variety of sources. Assist in notification of patient duty absences (quarters/convalescent leave, etc.).
  • Coordinates with the Medical Evaluation Board (MEB) clerk on MEB patients.
  • Coordinates Aeromedical Evacuation as assigned. Assists with patient check in/out duties.
  • Performs CHCS end-of-day processing and coordinates with PCMs until completion.
  • Completes clinic Ambulatory Data Module (ADM) functions.
  • Coordinates patient related correspondence. Validates coding of ADM encounters.
  • Performs necessary paperwork such as general correspondence and committee minutes, and schedules and de-conflicts appointments.
  • Schedules annual dental and physical exams for MDG active-duty personnel.
  • Tracks suspense. Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format in accordance with Air Force Handbook 33-337, The Tongue and Quill. Returns incorrect material prepared by others with revisions marked.
  • Screen phone calls and visitors. Receives telephone calls, takes messages, greets visitors, and ascertains the nature of the call and visit.
  • Performs routine customer service activities in a polite, professional, and courteous manner.
  • Greets patients and verifies patient identity and eligibility.
  • Checks in patients for scheduled visits. Obtains/verifies third party insurance information. Identifies patients assigned to sensitive duty program.
  • Verifies and updates patient demographics.
  • Determines if visit is accident or injury-related and documents accordingly.
  • Provides patients with required paperwork and clinic instructions and manages patient flow.
  • Schedules follow-up appointments as required.
  • Tracks, or assists with tracking, diagnostic results and route to appropriate health care provider.
  • Requests and check in/out patient records.
  • Generates provider rosters.
  • Adds patients to wait list and modifies wait list requests


Necessary Skills and Knowledge:

  • Function with an awareness and application of safety procedures.
  • Knowledgeable in general medical ethics, health records administration, telephone etiquette, office management methods, excellent communications and customer service skills, strong organizational background, and computer operations to include Windows Operating Systems, spreadsheet, database, and word processing applications. The contractor must understand the importance of deadlines. Prior to work or visiting in the MTF, the contractor shall create a Joint Knowledge Online (JKO) account via Upon the completion, provide a certificate of completion of the course to the HIPAA officer in TRICARE Operation & Patient Administration (TOPA).
  • Possess basic computer skills. The contractor shall provide a completed Computer Competency Form for each health worker (Attachment AE). The Computer Skills Competency Form shall be provided with the candidate’s credentials or qualification package.
  • Be able to comply with all applicable Federal, State, and local laws, Department of Defense, Bureau of Medicine, and Surgery, and MTF instructions and policies.
  • Proficiency in Microsoft Office software applications including Word, Excel, Access, PowerPoint, and Outlook.
  • Physically capable of standing and/or sitting for extended periods of time and capable of performing all services required under the task order.
  • Shall represent an acceptable malpractice risk to the government

Minimum Qualifications:

  • English Language Requirement. Must be able to speak/understand English fluently. If their first language is not English, one of the following tests scores/or higher is required and certificate must be submitted to the MTF for their review:
    • TOEIC 550
    • TOEFL (PBT) 460
    • TOEFL (CBT) 140
    • TOEFL (iBT) 50
    • CASEC 560 (*) EIKEN 2nd.
    • (*) If the CASEC score is provided, the contractor personnel is required to complete one of the other tests within 6 months. CASEC is considered as only reference score.
  • Ability to pass all background/suitability checks.

Preferred Qualifications:

  • A thorough understanding of the military lifestyle and experience working with military family members
  • Working knowledge of relevant military, state, federal, and local laws, and resources


Pay and Benefits

At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.


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