Medical Office Clerk - Radiology Lead at Cognito LLC in Portsmouth, VA

Overview

QuarterLine (QL), a Planned Systems International (PSI) company, is seeking a dedicated and compassionate Medical Office Clerk – Radiology Lead 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 senior-level administrative support for radiology services, overseeing front desk operations, coordinating imaging schedules, managing records, and ensuring efficient workflow across diagnostic areas in accordance with contract requirements and department protocols. This role includes lead responsibilities such as guiding clerical staff, ensuring compliance with HIPAA and DoD regulatory standards, and maintaining accuracy in imaging orders, patient tracking, and documentation.

The ideal candidate will demonstrate strong leadership, organizational, and communication skills while supporting radiologists, technologists, and clinical teams in a high-volume environment. This position requires a dependable professional who can meet government credentialing, security, and onboarding requirements while contributing to mission readiness and high-quality diagnostic care for service members and eligible patient populations.

Essential Functions and Job Responsibilities

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:

• Must have a minimum of one year experience in leading and/or supervising other employees.
• When not performing lead duties, shall:
• Knowledge of medical terminology, anatomy, medical documentation requirement, and technical and administrative correspondence and other reports necessary for the completion of patient records.
• Provide radiology scheduling services for patient's care, and scheduling performance will be a function of the overall demand for radiology services.
• Share office knowledge on procedures, medical record requirements, formats, standards of acceptability, and the use of the Radiology information system.
• Serve as the initial point of contact for staff and patients to the Radiology 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 Radiology department, including greeting patients, checking in and updating patient records, assisting patients in completion of appropriate forms and question sheets, providing patients with educational material or showing educational videotapes, and coordinating patient flow through the department.
• Maintain records of patients treated and examinations performed.
• Utilize the MTF automated radiology patient scheduling system to set patient exams and shall remind patients of upcoming appointments by telephoning them prior to their appointed visit.
• Provide patient images upon request as needed.
• Retrieve/load x-ray studies on the Digital Imaging, Network and Picture Archiving Computer System (DINPACS) workstations in preparation for radiologist interpretation.
• Receive phone calls from patients, physicians, emergency room personnel, providers at outlying clinics, other departments, MTFs' or DOD installations. Contracted personnel shall screen incoming calls, ascertain the nature of the call, following established department guidelines, and forward calls appropriately.
• Act as the information receptionist for the department, which involves the following: answering the telephone and receiving patients/family members/visitors and military personnel
• Maintain ongoing contact with beneficiaries, staff members, and healthcare providers primarily by telephone, in person, or via electronic mail. Contracted personnel shall utilize professional oral and written communication skills and maintain a calm and cooperative personality.
• Contact, via telephone and/or e-mail, patients, healthcare providers, clinics, and hospitals/DOD installations as directed by radiology department staff and radiologists, following established department guidelines.
• Receive and respond to various inquiries from patients concerning radiological images, dictated reports and administrative matters, determine the general nature of inquiry and responds to all administrative questions. Contracted personnel shall refer medical questions concerning the patient's condition or dictated report to patient healthcare provider.
• Transport patients as needed to and from the Radiology Department for radiological exams, procedures, and tests to other departments within the MTF.
• Use proper techniques (training to be provided by the Government) for transportation of patients.
• Obtain and return transport equipment.
• Use protective devices for patients with communicable diseases.
• Relay and receive information regarding the patient’s scheduled medical procedures and communicate with all MTF staff as necessary.

Minimum Requirements

• 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.
• Experience: Must have a minimum of one (1) year experience in leading and/or supervising other employees.
• 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.

Additional Information

• 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.

Company Benefits

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.

EEO Commitment

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, or by dialing 703-575-8400.