Medical Office Assistant I/II/III - Customer Service (Bilingual Required)

Description

THE POSITION
Under direct supervision, the Medical Office Assistant I (MOA I), general supervision (MOA II), or direction (MOA III) 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 and/or case management/processing.

The ideal candidate is an organized professional who possesses exceptional customer service skills and is dedicated to working on tasks quickly and efficiently. They will be dedicated to providing the public with the highest level of service possible with every task, and will be comfortable interfacing with all members of the public entering the medical clinic.

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.

Distinguishing Characteristics:
Incumbents perform customer service delivery, routine clerical and manual tasks including inputting of data into computers. The higher level in the series, i.e. MOA II/MOA III, require 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.

The Per Diem Pool (PDP) classifications are distinguished from the Regular classifications in that incumbents in these classifications receive limited benefits. They may receive shift differential, standby, and callback premium pay and may participate in the Ventura County Employees' Retirement Association if they are assigned a work schedule of 64 hours or more biweekly. Incumbents hired into these positions are not guaranteed any specific number of work hours per biweekly pay period, and management has the authority to relieve them from duty when there is insufficient work.

APPROXIMATE SALARIES:
Medical Office Assistant I - $21.00 - $23.16 per hour
Medical Office Assistant II - $21.00 - $25.51 per hour
Medical Office Assistant III - $21.00 - $27.40 per hour
Medical Office Assistant I - PDP - $21.10 per hour
Medical Office Assistant II - PDP - $22.61 per hour
Medical Office Assistant III - PDP - $25.62 per hour

EDUCATION/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.

VETERAN’S POINTS: This is a trainee/entry level classification (Level I/II), and Veteran’s Points may apply to eligible candidates. Documentation of military service (DD-214) must be submitted prior to close of recruitment in order to receive points.

DEPARTMENT/AGENCY: Health Care Agency - Ambulatory Care

Medical Office Assistant (all levels) are represented by the Services Employees International Union (SEIU) and are eligible for overtime compensation.

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 two (2) Full-time regular vacancies.

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.
TENTATIVE SCHEDULE:
OPENING DATE: July 16, 2024
CLOSING DATE: Continuous

Examples Of Duties

Duties may include but are not limited to the following:

• Delivers quality customer service and support by:
  • Receiving a high volume of clients in person or by phone and routing them appropriately amid frequent interruptions.
  • Checking patients in-and-out through the practice management system and verifying information.
  • Performing cashiering duties and collecting co-payments, payments, and outstanding balances;
  • Scheduling appointments and updating files and EHR.
  • Referring clients/patients to appropriate resources.
  • Assisting in completing forms while following HIPAA compliance.
  • Communicating with the patient care team to address patient care needs.
  • Demonstrating cultural sensitivity and competence with patients.

Assists with clerical duties, such as:

• Preparing, validating, and processing documents for completeness and accuracy.
• Transferring instructions to patient or program files and responding to inquiries.
• Sorting, filing, and maintaining various materials such as charts and correspondence.
• Typing documents such as correspondence, forms, charts, proposals, and reports.
• Proofreading materials for correct grammar, spelling, and punctuation.
• Reviewing and managing patient schedules to anticipate missed opportunities, scheduling errors, registration form updates, insurance eligibility, and co-payments;

Assists with Office and Facility Maintenance by:

• Operating automated office equipment including computers.
• Monitoring waiting areas and ensuring cleanliness.
• Assisting with pre-visit planning and confirming appointments.
• May assist with patient care tasks such as taking vital signs or providing comfort care.
• Performing general maintenance and cleaning tasks, such as changing linens and stocking units.

Performs other related duties as required.

Typical Qualifications

These are entrance requirements to the exam 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.

Medical Office Assistant III/PDP
Progressively responsible 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:

• two (2) years of clerical experience, one (1) of which must have been in a health care setting that required knowledge and use of medical terminology and procedures.

NECESSARY SPECIAL REQUIREMENTS:

• Bilingual (English/Spanish)
• Demonstrated ability to provide excellent customer service to members of the public.
• Must be willing to work a fluctuating schedule that includes days, evenings, nights, and weekends.

Desired:

• Experience with the registration of patrons, customers, clients, or guests
• Experience working in a clinical setting

Knowledge, Skills, and Abilities:
Working to thorough knowledge of: medical office operations, methods, and practices; medical terminology and procedures; filing systems and procedures; record maintenance systems; report compilation; and public contact techniques.

Working to thorough knowledge of: the operations, procedures, and practices used in support of the function to which assigned; techniques to expedite or improve clerical tasks and record processing; and correct English usage, spelling, grammar, and punctuation.

Working to thorough skill (depending on assignment) in: demonstrating a certain prescribed proficiency in typing or equivalent word processing or data entry and/or taking and transcribing dictation (MOA II/III).

Working to thorough ability to: 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; and -.

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

To apply on-line, please refer to our web site at www.ventura.org/jobs. 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 to Applicants: 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.

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 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 the written examination.

WRITTEN EXAM - 100%: An unproctored, online, and internet-based written exam will be administered the test applicants’ knowledge of Office Practices, Customer Service Skills, and 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 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 Erika Ayala by e-mail at Erika.Ayala@ventura.org or by telephone at (805) 677-5164.

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

• 

• County of Ventura

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