Medical Office Assistant IV - Call Center - Bilingual Required

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Medical Office Assistant IV - Call Center - Bilingual Required

Salary

$42,969.76 - $60,074.39 Annually

Location

Oxnard, CA

Job Type

Full-Time Regular

Job Number

2110HCA-23AE (VM)

Department

Health Care Agency

Division

Ambulatory Care

Opening Date

08/15/2023

Closing Date

5/6/2024 5:00 PM Pacific

• Description

• Benefits

• Questions

Description

Under direction, performs a variety of customer service and clerical duties in support of a health or medical care delivery office or program. Support activities may include assisting the public, records maintenance, document production, case management/processing and functions as a lead worker.

Ambulatory Care is a system of primary care and specialty care medical clinics conveniently located throughout the County of Ventura. In keeping with the mission of the Ventura County Health Care Agency, the team of dedicated physicians, nurses and other health care professionals seek to set the standard in health care excellence.

Ambulatory Care provides care on an outpatient basis at all levels. When seeking preventative care such as annual physicals and obtaining flu vaccinations or are in need of routine care; having lab work drawn and reviewed; or are in need of complex care for chronic medical conditions, Ambulatory Care is the medical home to meet patients’ needs. Their goal is to have healthy people in healthy communities throughout Ventura County.

DISTINGUISHING CHARACTERISTICS:

Medical Office Assistant IV is the lead classification in this job series. Incumbents perform support duties requiring specialized medical knowledge and interpretation of rules, regulations, and reimbursement requirements; explain program procedures to clients and/or their parents/guardians; prepare reports; and serve as lead workers over subordinate-level clerical staff at a satellite office or clinic.

WHAT WE OFFER:

The County of Ventura offers an attractive compensation and benefits package. Aside from our base salary range, an employee within this position will also be eligible for the following:

• Educational/Bilingual Incentive - Incumbents may be eligible for an educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill. In order to qualify for this incentive, incumbents in eligible positions must take and pass the applicable bilingual fluency examination.

• Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3% match on your 401(k) contributions.

• Health Plans: Y ou are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans.

• Flexible Spending Accounts: Pre-tax benefit towards eligible medical, dental, and vision care expenses.

• Pension Plan - Participation in the County's defined benefit pension plan. If eligible, you may establish reciprocity with other public retirement systems such as CalPERS.

• Holidays - 12 paid days per year which includes a scheduled floating holiday.

AGENCY/DEPARTMENT: Health Care Agency -Ambulatory Care

Heath Care Agency Medical Office Assistant IV is represented by the Services Employees International Union (SEIU) and is eligible for overtime compensation.

The eligible list established from this recruitment will be used to fill current and future Regular, Temporary, Fixed-term, Intermittent, and Extra-help vacancies for this position only . There are currently six (6) vacancies with the Ambulatory Care Call Center.

TENTATIVE SCHEDULE:

OPENING DATE: August 15, 2023

CLOSING DATE: May 06, 2024

(Previously: Continuous and may close at any time; therefore, the schedule for the remainder of the process will depend upon when we receive a sufficient number of qualified applications to meet business needs. It is to your advantage to apply as soon as possible.)

(Previously: August 28, 2023)

Examples Of Duties

Duties may include but are not limited to the following:

• Trains or orients new workers to the work unit or department; may distribute and assign work; may establish work sequences and procedures for others; may design/draft changes to improve work flow; may assist a supervisor in hiring/discipline/evaluating others and determining work unit priorities by making suggestions and recommendations; may prepare work performance evaluations; may be involved in auditing calls for quality assurance purposes;

• Coordinates the work of clerical and non-professional staff engaged in general or specialized functions; may assist in budgeting, inventory/expenditure control, and purchasing review processes for assigned work unit;

• Transfers professional and technical instructions to patient or program files; researches reference materials to respond to client or coworker inquiries;

• Schedules appointments and coordinates phone and Artera coverage;

• Greets patients on the phone; determines how incoming calls should be routed; directs people to appropriate locations, service, or information sources; answers routine questions; explains routine procedures, processes, or departmental activities; schedules appointments; obtains factual information to create or update files and charts; assures federal and state confidentiality measures are followed;

• Reviews and manages patient schedules to anticipate for missed opportunities, scheduling errors, and insurance eligibility;

• Handles high volume of patients, internal/externals customers, and frequent changes, delay or unexpected events;

• Communicates with patient care team to ensure that patient care needs are addressed;

• Accurately enters and updates demographic and payer data in practice management system (i.e. Cerner);

• Verifies coverage and payer eligibility, which may include programs, private insurances, and Medi-Cal. Performs financial screenings for program eligibility. Requests pre-authorizations when needed;

• May assist patients in coordinating appointments with diagnostic or specialty services;

• Demonstrates culturally sensitivity and competence with patients;

• Operates a variety of office equipment including computers;

• Compiles routine reports, by extracting and/or tabulating information from a variety of sources such as files, reports, notes, logs, correspondence, and/or verbal instruction and identifies variations in data;

• Trains new staff on computer databases and medical records management;

• Orders and maintains office supplies;

• Prepares, validates, processes, and/or checks a variety of documents for completeness, accuracy, and submission standards;

• Creates and sends messages to clinic staff, depending on patients' needs; and

• Performs other related duties as assigned.

Typical Qualifications

These are the entrance requirements to the exam process and assure neither continuance in the process nor placement on the eligible list.

EDUCATION, TRAINING, and EXPERIENCE

Progressively responsible clerical experience which has led to the acquisition of the required knowledge, skills, and abilities. The required knowledge, skills, and abilities may be obtained by any combination of education, training, and experience equivalent to four (4) years of increasingly responsible office experience, two (2) of which must have included experience in a medical office setting utilizing medical terminology and procedures and one (1) of which must have included experience as or equivalent to a Medical Office Assistant III with the County of Ventura.

NECESSARY SPECIAL REQUIREMENTS:

• Must be able to Read, Speak, and Write in both English and Spanish;

• Experience working in a call center where a high volume of calls are received daily;

• Experience with the registration of patrons, customers, clients, or guests;

• Experience working in a clinical setting.

KNOWLEDGE, SKILLS, and ABILITIES:

Thorough knowledge of:

• medical office operations, methods, practices and procedures;

• medical terminology and procedures;

• filing systems and procedures;

• medical records management and maintenance systems;

• report compilation;

• public contact techniques;

• correct English usage, grammar, spelling, and punctuation;

• methods and techniques to efficiently perform medical office tasks; and

• medical transcription (depending on assignment).

  Thorough skill (depending on assignment) in:

• the operation of a variety of office equipment, including computers;

• typing or equivalent word processing or data entry; and/or

  Thorough ability to:

• audit calls and review call center performance to ensure maximum efficiency and team productivity;

• prepare and finalize correspondence, reports and other documents utilizing word processing, spreadsheet, other general, and specialized software/databases;

• lead the work of others by training, monitoring, and assigning work;

• coordinate and prioritize the work of a medical office or clinic;

• perform difficult and complex clerical work with little or no supervision;

• assist in the supervision of others by making recommendations on hiring, discipline, and performance evaluations;

• set-up and maintain filing systems;

• extract information from a variety of sources;

• compare the data from two or more sources for accuracy and completeness;

• establish and maintain effective working relationships with patients, physicians, medical staff, therapists, insurance representatives, parents/guardians, and coworkers; and

• understand, follow, and convey written and verbal information/instructions.

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Monday, May 06, 2024.

(Previously: This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested.)

To apply on-line, please refer to our web site at www.ventura.org/jobs. (http://www.governmentjobs.com/) If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

NOTE: It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume and/or other related documents may be attached to supplement the information in your application; however, it/they may not be submitted in lieu of the application and supplemental questionnaire..

LATERAL TRANSFER OPTION : If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here (http://vcportal.ventura.org/CEO/HR/docs/Lateral_Transfer.pdf) for additional information.

SUPPLEMENTAL QUESTIONNAIRE – qualifying: All applicants are required to complete and submit the questionnaire for this exam AT THE TIME OF FILING. The supplemental questionnaire may be used throughout the exam process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION – qualifying: All applications will be reviewed to determine whether the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

WRITTEN EXAM – 100%: A job-related written exam will be administrated the test applicants’ knowledge of maintenance principles/tool use, math, reading comprehension, general construction/grounds maintenance, construction drawings, safety, and lead/supervision. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

Applicants successfully completing the exam process may be placed on an eligible list for a period of one (1) year.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, and driving record may be required for this position.

For further information about this recruitment, please contact Vivian Merida by e-mail at Vivian.Merida@ventura.org or by telephone at (805) 677-5231.

EQUAL EMPLOYMENT OPPORTUNITY: The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

Service Employees International Union (LOCAL 721)

(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website (https://hr.ventura.org/benefits) or you may call (805) 654-2570.

• Retirement FAQ's (https://vcportal.ventura.org/CEO/benefits/docs/RETIREMENT%20-%20FAQs.pdf)

• Memorandum of Agreement

  Union Code: UPP

  01

  Are you able to read, speak, and write in both English and Spanish?

• Yes

• No

  02

  Please describe your full-time clerical office experience. Full-time is considered 40 hours per week; anything less than that must be prorated. Be sure to include the following:

  A) Employer name(s)

  B) Dates of employment

  C) Specific duties you performed

  D) Any work performed in a medical or clinical setting

  If you do not have this type of experience, please state, "No Experience."

  NOTE: To receive credit for this experience, you MUST include each employer cited in the Work Experience section of your application.

  03

  Please describe your experience working in a call center and handling multiple phone lines and high volume of calls daily. Be sure to include the following:

  A) Employer name(s)

  B) Specific duties you performed

  C) Number of calls answered per day

  D) Type of clients served

  If you do not have this type of experience, please state, "No Experience."

  NOTE: To receive credit for this experience, you MUST include each employer cited in the Work Experience section of your application. Please do not paste from previous questions or refer to resume.

  04

  Please describe your experience with the registration of patrons, customers, clients, and/or guests. Be sure to include the following:

  A) Employer name(s)

  B) Specific duties you performed

  C) Types of clients served

  If you do not have this type of experience, please state, "No Experience."

  NOTE: To receive credit for this experience, you MUST include each employer cited in the Work Experience section of your application. Please do not paste from previous questions or refer to resume.

  Required Question

Agency

Ventura County

Address

800 S. Victoria Avenue LOC. #1970 Ventura, California, 93009

Phone

(805) 654-5129

Website

http://hr.ventura.org

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