Medical Office Assistant IV
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 verify 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.
There are current vacancies in both Ambulatory Care - Specialty Clinics and the Public Health - Tuberculosis Clinic. The Public Health vacancy is an HCA Promotional Opportunity and requires Bilingual English/Spanish ability.
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 transcribe medical documents (Public Health vacancy only);
- May distribute Medi-Cal checks, track reimbursements and checks, monitors budget (Public Health vacancy only); 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.
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, in those two (2) 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 (This requirement is for the Public Health vacancy only).
NECESSARY SPECIAL REQUIREMENTS:
- Intermediate with Microsoft systems, i.e. Word, Outlook, and Excel
- Some assignments may require Bilingual - Spanish (speaking, reading, writing) (Public Health vacancy only)
FINAL FILING DATE: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on February 10, 2023.
To apply online, 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.