Medical Office Clerk - OB/GYN

QuarterLine (QL), a Planned Systems International (PSI) company, is seeking a dedicated and compassionate Medical Office Clerk – OB/GYN to support a government healthcare contract at Naval Medical Center Portsmouth, Virginia, within a Department of Defense (DoD) medical treatment facility. The selected candidate will provide administrative and patient support for OB/GYN services, including appointment scheduling, prenatal and postnatal patient coordination, medical records management, and front desk operations in accordance with contract requirements and clinic protocols. This role requires strict adherence to HIPAA, DoD regulatory standards, and sensitivity to women’s health and privacy considerations in a clinical setting.

The ideal candidate will demonstrate strong organizational and communication skills while supporting providers and ensuring accurate documentation in a fast-paced specialty clinic. This position requires a dependable professional who can meet government credentialing, security, and onboarding requirements while contributing to mission readiness and high-quality care for service members and eligible patient populations.

Core Duties:

• Greets patients/visitors at a clinic front desk; checks in patients for patient encounter.
• Answers main office phone line.
• Schedules medical appointments and determines patient eligibility for services as needed.
• Obtains documentation as requested by healthcare providers.
• Performs other administrative and clerical duties in support of the medical care and operational support.
• Creates appointment schedules and templates in patient appointment computer system.
• Conducts end-of-day process at close of business and resolves any delinquent or pending appointments in computer system.

Specific Duties:

• Possess knowledge of medical terminology, anatomy, medical documentation requirement, technical and administrative correspondence and other reports necessary for the completion of patient records.
• Serve as the initial point of contact for staff and patients to the OB/GYN Department.
• Conduct themselves in a professional and courteous manner and shall display sensitivity to patients’ needs.
• Responsible for most aspects of the check-in process as patients present to the OB/GYN Department, including greeting patients, checking in and updating patient records, assisting patients in completion of appropriate forms and question sheets and coordinating patient flow through the department.
• Receive and respond to various inquiries from patients concerning a variety of medical, personnel, and administrative matters; determine the general nature of inquiry and independently respond to all administrative questions and refer medical questions concerning patient’s condition, progress or treatment to the physicians and nurses.
• Act as the informational receptionist for the clinic, which involves the following: answering the telephone and receiving patients/family members/visitors in the clinic spaces; taking appropriate measures to ensure confidentiality and privacy during interactions and providing the necessary information and background material (i.e., patient’s chart, consults, brief description of problem, etc.) to aid the nurse or physician in handling callers/visitors.
• Perform routine patient check-in/check-out procedures utilizing computerized systems.
• Enter and retrieve data from a variety of information systems, included but not limited to MHS GENESIS and DEERS.
• Perform third party insurance verifications and refer ineligible patients appropriately.
• Schedule/make changes to computerized patients’ appointments by using clinic specific scheduling guidelines.
• Monitor electronic mail system (e-mail) to ensure all updates/changes to clinic appointment schedules are completed.
• Confirm changes of appointments by telephonic or personal communication with the physician and patient.
• Enter patient consults into MHS GENESIS and Prepare and type correspondence and perform other administrative and clerical tasks related to patient visits to facilitate efficiency of caring using specific guidelines.
• Receive patients in emergency situations and promptly relay details from patient to a clinic nurse or physician. Contracted personnel shall activate emergency procedures if appropriate.
• Complete the daily end-of-day appointment processing by using the MHS GENESIS.
• Ensure cleanliness of administrative workspace.
• Participate in Clinic/Hospital Performance Improvement process as it relates to patient processing.

• Degree/Education: High School Degree or GED.
• Legal Authorization to Work in the United States: The contract worker performing under this contract must be a U.S. Citizen.
• Certification(s): Basic Life Support (BLS) from the American Heart Association or the American Red Cross. Certification cards must display the American Heart Association or the American Red Cross. Web-based (on-line) classes are not acceptable by the Government.
• References: Provide two (2) letters of recommendation written within the last two years attesting to skills. Reference letters shall attest to the quality and quantity of experience. The letters should also address patient rapport and the communication skills between practitioner and patient and among peers. Recommendation letters must include name, title, phone number, date of reference, address and signature of the individual providing reference.

• Must pass TB Test.
• Subject to a background/security investigation.
• Willingness to comply with DHA vaccination requirements.
• Pre-employment drug screening.
• Contract workers shall maintain good personal hygiene and present a well-groomed and professional appearance IAW the policy at the place of performance.
• The work requires long periods of sedentary activity involving intense concentration and repetitive manual tasks. Some walking, standing, bending, and lifting of multiple files is involved. The work involves periods of rapidly changing pace requiring adequate stress management skills. Contracted personnel shall perform all duties in a professional and ethical manner.

PSI offers full-time, benefits eligible employees a competitive total compensation package that includes paid leave, and options for employer sponsored group medical, dental, vision, short-term and long-term disability, life insurance, AD&D coverage, legal services, identity theft, and accident insurance. Flexible spending account and health saving account options offer pre-tax savings for qualified medical, dental, and vision expenses. The company sponsored 401(k) retirement plan has an employer contribution match that is immediately vested. We invest in the professional growth of our employees through professional courses, certifications, and tuition reimbursement programs.

It is company policy to promote equal employment opportunities. All personnel decisions, including, but not limited to, recruiting, hiring, training, promotion, compensation, benefits, and termination, are made without regard to race, color, religion, age, sex, sexual orientation, pregnancy, gender identity, genetic information, national origin, citizenship status, veteran status, protected veteran status, disability, or any other characteristic protected by applicable federal, state, or local law.

Reasonable accommodations for applicants and employees with disabilities will be provided. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources by emailing

HRDepartment@plan-sys.com