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Location

Ventura, CA | United States

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Job description

Medical Office Assistant IV

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Medical Office Assistant IV

Salary

$42,969.76 - $60,074.39 Annually

Location

Simi Valley, CA

Job Type

Full-Time

Job Number

2110HCA-24AA (EO)

Department

Health Care Agency

Opening Date

01/25/2024

Closing Date

Continuous

• Description

• Benefits

• Questions

Description

WHAT WE OFFER

• General Salary Increase - 3.50% effective 12/22/2024.

• Educational Incentive - An educational incentive of 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate's degree.

• Bi-lingual Incentive - Incumbents may also be eligible for bilingual incentive depending upon operational needs and certification skills.

• Vacation Accrual – Initially 14 days per year; after approximately 5 years of service increasing to 19 days a year; after approximately 11 years increasing to 20 days per year and then increasing 1 day a year through 15 years of service; topping out at 26 days per year after approximately 20 years of service with a maximum accumulation of 400 hours.

• Annual Leave Redemption – After 14,560 hours (equivalent to 7 years) of continuous County service the ability to "cash in" or redeem up to 80 hours of vacation accrued in the same year after using 80 hours of vacation in the preceding 12 months.

• 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 – You are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans. For Plan Year 2024 tier one for employee only is $502 per pay period, tier two for employee plus one is $730 per pay period and tier three for employee plus family is $905 per pay period.

• Flexible Spending Accounts - Choice of participation in the Flexible Spending Accounts which increase spending power through reimbursement of pre-tax dollars for IRS approved dependent care and health care expenses.

• Pension Plan - Both the County and employees contribute to the County's Retirement Plan and to Social Security. If eligible, reciprocity may be established with other public retirement systems, such as PERS.

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

NEW HIRE/REFERRAL INCENTIVES:

Subject to the applicable section of the SEIU 721 MOA 2022-2025 ( (Download PDF reader) , Article 38.

Upon request of the appointing authority and the CEO or their designee New Hires may be eligible for the following:

• New Hires may be eligible for a one-time New Hire Incentive of up to $1,500

• In compliance with specific requirements, a regular employee may be eligible for an Employee Referral Incentive of $500

THE POSITION: Under direction, the Medical Office Assistant IV performs complex office support duties within their area of assignment. The incumbent will have strong leadership and customer service skills, and will v erify coverage and payer eligibility for a number of insurance providers. They will also assist with medical billing efforts, input and retrieve patient information as required, help coordinate and schedule patient appointments, and perform related duties as required.

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.

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra Help vacancies. There is currently one (1) Regular, Full-Time vacancy within the Health Care Agency Ambulatory Care - Simi Valley Office.

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

TENTATIVE SCHEDULE

OPENING DATE: Thursday, January 25, 2024

CLOSING DATE: 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.

REVIEW OF APPLICATIONS: Applications will be reviewed on a weekly basis beginning the week of February 05, 2024.

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;

• 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;

• Coordinates prescriptions for durable medical equipment with private physicians and insurance companies/payor source;

• Explains instructions from professional and paraprofessional staff, as well as program procedures, to patients or parents/guardians;

• Schedules appointments and coordinates office support work in specialty clinics;

• Inputs and retrieves patient information utilizing multiple databases; ensures appropriate government code input in order to receive reimbursement;

• Prepares treatment records and tracks therapy hours for correct billing and reimbursement;

• Greets and assists patients in person and on the telephone; refers patients to appropriate staff as required;

• Reviews and manages patient schedules to anticipate for missed opportunities, scheduling errors, registration form updates, insurance eligibility, and co-payments;

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

• Checks patients in-and-out through the practice management system and verifies information;

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

• Monitors waiting areas and ensures areas are maintained clean;

• Assists with pre-visit planning and confirms appointments;

• 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;

• Prepares and updates patient charts/electronic health records and obtains medical records from other medical facilities;

• Maintains and distributes confidential patient information per state and federal guidelines and assures confidentiality measures are adhered to and suggests corrective measures when indicated;

• Coordinates patient services with educational institutions, case managers, care homes, physicians, and health insurers;

• Operates a variety of office equipment including computers;

• Gathers data from a variety of sources and prepares reports;

• Prepares and sends correspondence to families, physicians, and outside agencies; may compose and prepare written pamphlets, flyers, or other documents to disseminate information;

• May distribute Medi-Cal checks, track reimbursements and checks, performs inventory control;

• May assist in cleaning treatment areas and laundry;

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

• Orders and maintains office supplies; and

• Performs other related duties as assigned.

Typical Qualifications

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

EDUCATION, TRAINING, and EXPERIENCE

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 years must include experience in a medical office setting utilizing medical terminology and procedures.

• One (1) year must include increasingly responsible office experience as or equivalent to a Medical Office Assistant III with the County of Ventura.

NECESSARY SPECIAL REQUIREMENTS

• Intermediate with Microsoft systems, i.e. Word, Outlook, and Excel

DESIRED

• Intermediate skills using an Electronic Medical Record database such as Cerner with scheduling and registration experience; and

• Bilingual - Spanish

SUPPLEMENTAL INFORMATION

Work is primarily performed in an office environment, involving significant public contact in a clinic or medical 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;

• Medical transcription.

Thorough skill in:

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

• Typing or equivalent word processing or data entry; and/or taking and trancribing dictation.

Thorough ability to:

• 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;

• Perform basic arithmetic calculations;

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

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

Recruitment Process

FINAL FILING DATE: This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested. Your application must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on the closing date.

To apply online, please refer to our web site at . A paper application can be obtained by calling (805) 654-5129. Our address is County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

NOTE : 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 ( for additional information.

Note to Applicants: Sufficient information must be provided under the Education/Work experience portion of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications to determine eligibility. A resume may be attached to supplement your responses in the above referenced sections; however, it may not be substituted in lieu of the application.

SUPPLEMENTAL QUESTIONNAIRE – qualifying

All applicants are required to complete and submit the questionnaire for this examination at the time of filing. The supplemental questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire will result in the application being removed from consideration.

APPLICATION EVALUATION – qualifying

All applications will be reviewed to determine whether or not 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 examination will be administrated to test applicants’ knowledge of Office Practices/Computer Usage, Comparisons, Vocabulary/Reading Comprehension, Mathematics, Filing, Records Management, Interpersonal Relations, Medical Terminology. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

Applicants successfully completing the examination 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, criminal background information, and driving record may be required for this position.

For further information about this recruitment, please contact Esmeralda Oseguera via email at [email protected] (mail to:[email protected]) or by telephone at (805) 477-7268.

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 ( or you may call (805) 654-2570.

• Retirement FAQ's (

• Memorandum of Agreement

Union Code: UPP

01

Are you Bilingual (speaking, reading, and writing) in English and Spanish?

• Yes

• No

02

Please indicate your proficiency level with Microsoft Systems (i.e. Word, Outlook, and Excel)

• Beginner

• Intermediate

• Advanced

• None

03

Describe your increasingly responsible experience working in an office. Any hours worked less than 40 must be prorated. Please include the following in your response:

• Name of employer(s)

• Dates of employment reflected as MM/YYYY to MM/YYYY or Present

• Number of hours worked per week

• Position title

• Specific duties you performed

NOTE: Do not copy and paste a response to another question. Do not refer to an attached document.

NOTE: This experience must be included in the Work History section on your application.

If you do not have this experience state, "No experience."

04

I first learned of this job opening through: (check one)

• A friend or relative

• Ventura County Employment Opportunities List

• Social Media

• Referred by a County Employee

• Other

05

If you indicated "Referred by a County Employee" in the previous question, please indicate the name of the employee in the field provided.

Required Question

Agency

Ventura County

Address

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

Phone

(805) 654-5129

Website

Apply

Please verify your email address Verify Email

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