Patient Access Representative I/II

Description

Are you a dynamic and organized individual with exceptional customer service skills? The Ventura County Health Care Agency is seeking a detail-oriented Patient Access Representative (Medical Office Assistant) to join our Ventura County Medical Center and Santa Paula Hospital Admitting team and Emergency Room team to become an integral part of our patient-centered care approach. The Admitting Patient Access Representative is first point of contact for our patients, you will play a crucial role in ensuring a smooth and welcoming experience at our facility. From greeting patients with a warm smile to efficiently managing phone calls, appointments, and patient information, your contributions will be essential in maintaining our commitment to high-quality healthcare services.

If you thrive in a fast-paced environment, excel at multitasking, are dedicated to upholding strict confidentiality measures, and have a knack for being resourceful, we invite you to explore this exciting opportunity to join our team.

Distinguishing Characteristics:
Incumbents perform customer service delivery, routine clerical and manual tasks including inputting of data into computers. The higher level in the series, (MOA II) requires application of specialized program knowledge of ongoing operations and services, interpretation of rules and regulations, and assessment of individual circumstances to determine appropriate course(s) of action.

PAYROLL TITLE: Medical Office Assistant I/II & Medical Office Assistant I/II PDP

APPROXIMATE BASE SALARIES:
Medical Office Assistant I - $21.00 - $23.16 per hour
Medical Office Assistant I Per Diem Pool - $21.10 per hour
Medical Office Assistant II - $21.00 - $25.51 per hour
Medical Office Assistant II Per Diem Pool - $22.61 per hour

NIGHT SHIFT DIFFERENTIAL: Incumbents may be entitled to five percent (5%) of the base pay for night shift differential.

EDUCATIONAL/BILINGUAL INCENTIVE: Possible educational incentive of 2.5%, 3.5%, or 5% based on completion of Associate's, Bachelor's, or Master's degree. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.

VETERAN’S POINTS: This is a trainee/entry level classification, and Veteran’s Points may apply to eligible candidates.

DEPARTMENT/AGENCY: Ventura County Medical Center & Santa Paula Hospital - Health Care Agency

Medical Office Assistant I/II’s are represented by the Services Employees International Union (SEIU) and are eligible for overtime compensation.

NOTE: If appointed at the lower level, incumbent may be promoted to the higher level without further examination upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department.

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 are currently five (5) Intermittent vacancies and one (1) Regular vacancy.

TENTATIVE SCHEDULE
OPENING DATE: 4/16/2025
CLOSING DATE: 4/30/2025

Examples Of Duties

Duties may include but are not limited to the following:

• Greets patients, in person and 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; refers clients/patients to appropriate resources (MOA II); provides assistance in the completion of forms; assures federal and state confidentiality measures are followed;
• Compiles routine reports, records, and charts by extracting and/or tabulating information from a variety of sources such as files, reports, notes, logs, correspondence, and/or verbal instruction; identifies variations in data (MOA II);
• 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/external customers, and frequent changes, delay or unexpected events;
• Checks patients in-and-out through the practice management system and verifies information;
• Performs cashiering duties and collects co-payments, payments, and outstanding balances;
• 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;
• 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;
• May transcribe medical documents (MOA II);
• Demonstrates culturally sensitivity and competence with patients;
• Prepares, validates, processes, and/or checks a variety of documents for completeness, accuracy, and submission standards;
• Transfers professional and technical instructions to patient or program files; researches reference materials to respond to client or coworker inquiries;
• Sorts and/or files materials such as charts, correspondence, and miscellaneous documents; maintains files; conducts systematic search for misplaced materials; maintains cross-reference files or indexes; purges filing systems as directed;
• Types a variety of documents such as correspondence, standard forms, charts, proposals, specifications, and reports from written, recorded, and/or printed sources and/or verbal instructions; proofreads typed materials for correct grammar, spelling, and punctuation;
• Operates a variety of automated office equipment including computers;
• Performs other related duties as required.

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

Medical Office Assistant I/PDP:
Some clerical experience in a medical service delivery area which has led to the acquisition of the required knowledge, skills, and abilities.

The required knowledge, skills, and abilities also can be obtained by:

• six (6) months of paid and/or volunteer clerical experience in a medical or mental health service delivery office environment in a job that required knowledge and use of medical terminology and procedures OR
• a certificate from an approved medical assistant training program (Watterson, Bryman, Adult Education, Center for Employment Training, Ventura College, Oxnard College, etc.). The certificate must be provided to the appointing authority at the time of appointment.

Medical Office Assistant II/PDP:
Considerable clerical experience in a medical service delivery area which has led to the acquisition of the required knowledge, skills, and abilities.

The required knowledge, skills, and abilities also can be obtained by:

• One (1) year of clerical experience and/or training in clerical occupational fields which included
• Six (6) months of experience in a medical or mental health office environment that required knowledge and use of medical terminology and procedures.

NECESSARY SPECIAL REQUIREMENTS

• Must be willing to occasionally work evenings and weekends
• Depending on the position, typing and/or bilingual skills may be required.

DESIRED
Bilingual in Spanish is highly desired.

KNOWLEDGE, SKILLS, and ABILITIES:
Working to considerable knowledge of ( depending on level in the series) : medical office operations, methods, and practices; medical terminology and procedures; filing systems and procedures; record maintenance systems; report compilation; public contact techniques; the operations, procedures, and practices used in patient admitting; techniques to expedite or improve clerical tasks and record processing; and correct English usage, spelling, grammar, and punctuation.

Working to considerable skill in (depending on level in the series) : demonstrating a certain prescribed proficiency in typing or equivalent word processing or data entry.

Working to considerable ability to (depending on level in the series) : perform and coordinate difficult and responsible clerical work with little or no direct supervision; set-up and maintain records and filing systems; extract information from a variety of sources; operate a variety of automated office equipment; accurately perform and proof the transfer of information from one document to another, comparing the data from two or more sources for accuracy and completeness; perform basic arithmetic calculations; establish and maintain cooperative working relationships; demonstrate cultural sensitivity and competence with patients; and understand, follow, and convey written and verbal information/instructions.

Working Conditions:
Positions may involve moderate to heavy public contact, including ambulatory or non-ambulatory patients in an outpatient or inpatient medical service delivery area.

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources no later than 5:00 p.m. on Wednesday April 30th, 2025.

To apply on-line, please refer to our web site at www.ventura.org/jobs. A paper application can be obtained by calling (805) 654-5129. Our address is: County of Ventura, Human Resources Division, 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: 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 and supplemental questionnaire; however, it/they may not be submitted in lieu of the application.

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 the written examination. Applicants must provide sufficient information under the Education/Work experience portion of the application and supplemental questionnaire in order to determine eligibility. A resume may be attached to supplement your responses in the above-referenced sections; however, it may not be submitted 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. This questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position.

WRITTEN EXAMINATION - 100%: An un-proctored, internet-based, job-related written examination will be conducted to evaluate participating applicants' knowledge of math, comparisons, vocabulary, spelling, filing, and medical terminology. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

Candidates 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 is required for this position.

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.

For further information about this recruitment, please contact Brett Ramirez by e-mail at Brett.Ramirez@ventura.org or by telephone at: (805) 654-2277.

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

Closing Date/Time: 4/30/2025 5:00 PM Pacific

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• County of Ventura

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