Clerical Supervisor I-II-III - Surgical Subspecialty Clinic

Ventura County • Ventura, CA

1d • Onsite

About The Position

Under direction, the Clerical Supervisor I/II/III for the Surgical Subspecialty Clinic plans, organizes and supervises assigned clerical operations or support unit(s) which may involve highly technical and specialized health care journey or advanced journey level clerical work. The incumbent will lead their department and support administrative areas by planning and reviewing the work of staff, developing initiatives to support department productivity goals, and managing procedural operations of the department. The position supports surgical specialty practices and ambulatory surgery center services by supervising front office staff, conducting training, disseminating information to their team, and supporting administrative tasks.

Requirements

• Clerical Supervisor I: Any combination of education, training or experience equivalent to four (4) years of clerical/secretarial experience which demonstrates the ability to plan, assign, train and evaluate the work of others.
• Clerical Supervisor II: Any combination of education, training or experience equivalent to five (5) years of clerical/secretarial experience which includes at least one (1) year of direct supervisory experience in an outpatient clinic. Depending on the assignment, experience in a specialty area may be required.
• Clerical Supervisor III: Any combination of education, training or experience which is equivalent to six (6) years of clerical experience. Two (2) of the six years must have included direct supervisory experience in an outpatient clinic. Depending on the assignment, considerable experience in a specialty area may be required.
• Some (I), considerable (II), or progressively responsible (III) clerical/secretarial experience which has led to the acquisition of the required knowledge and abilities.
• Thorough to comprehensive knowledge (depending on level in series) of: clerical/ secretarial practices and procedures related to an outpatient clinic with surgical specialties, including standard abbreviations and terminology; intake and insurance authorization processes; general surgical office practices and procedures; medical regulatory compliance processes and procedures (i.e. HIPAA) record retention practices; and clerical work methods and techniques.
• Practice management system for processing reimbursement claims for healthcare services, scheduling, and registering patients.
• Working to considerable knowledge of: performance and compliance audits; clerical/secretarial systems as applicable to a surgical clinic; principles and practices of effective supervision related to selection, training, direction, control and evaluation of subordinates; supervisory practices and techniques; automated systems (i.e. EMR software i.e. Cerner).
• Thorough to comprehensive ability to: perform and supervise others involved in clerical/secretarial file processing, records maintenance and other specialized clerical work; plan, organize and direct the work of staff to meet varying workload demands and specific time requirements.
• Apply rules, policies and procedures; evaluate unusual situations and resolve them through the application of standard policies and procedures; develop and implement work methods & procedures; prepare documents and narrative statistical/program status reports; establish and cooperative working relationships; function as a liaison between physicians, staff and patients; troubleshoot any potential problems with patients and staff; address issues, complaints, concerns timely and implement effective solutions; communicate effectively both verbally and in writing; and understand and follow written and verbal directions.
• Incumbents are responsible for the supervision of a clerical/ secretarial staff and for the continued training and orientation of new and current staff.

Nice To Haves

• Some lead or supervisory experience including, training, coaching, and team building, as well as strong leadership abilities complemented by knowledge of and experience with practice management systems (PMS), and electronic medical records (EMR) systems.
• Detail oriented, technologically savvy, and results-driven, with exceptional customer service and communication skills.
• Experience in an outpatient clinical setting or surgical specialty practice, demonstrating the ability to manage multiple priorities effectively in a fast-paced setting while delivering high-quality care and support.
• Experience using electronic medical record (EHR) software (i.e. Cerner)
• Bilingual (English/Spanish)
• Experience working in a surgical clinical setting

Responsibilities

• Plans, organizes and supervises the work of clerical staff and other subordinate secretarial personnel; reviews work of staff to ensure adequacy and accuracy of documents and files processed through the department.
• Oversees and manages the registration & scheduling process, which includes inputting and retrieving patient information utilizing multiple databases; ensures appropriate government code input to receive reimbursement; identifies scheduling errors.
• Develops and implements internal program procedures and work methods; instructs staff on changes in procedure or policy that affect operation; conducts training and orientation of new staff and ongoing training for all staff.
• Performs and reports on clinic performance and compliance audits in accordance with professional standards and procedures; Handles the more difficult and complex procedural problems; research state law, county codes and policies to ensure compliance and prepares and processes documents as needed; responds to questions and special problems of the public or various departmental representatives; may handle communication with outside agencies.
• Delivers exceptional customer service by addressing inquiries, resolving issues, and ensuring customer satisfaction.
• Collaborates with physicians, staff, health insurers, and outside agencies to enhance the relationships between patients and our health system.
• Maintains pertinent records and performs related work as required which may include typing, filing, preparing and mailing correspondence, briefs, exhibits, lists, various documents, arbitrations, civil service matters and other employee relations matters.
• Maintains current knowledge of office computer systems and word processing software.
• Initiates, monitors, evaluates and revises all office related blanket purchase orders for office supplies and equipment.
• May prepare employee performance appraisal and/or evaluations; may receive and resolve routine personnel matters and make recommendations to superiors on difficult and complex personnel matters.
• May act as back-up secretary and assist all clerical staff.
• May be assigned additional clerical, technical, administrative and/or supervisory duties and responsibilities.
• May assist with staffing needs and other program decisions.
• Performs other related duties as assigned.

Benefits

• 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.
• Bilingual Incentive - Incumbents may be eligible for bilingual incentive depending upon operational need and certification of skill. Proficiency levels by exam are $0.69/hour (Level I), $1.00/hour (Level II), or $1.32/hour (Level III).
• Merit Increases - New employees serving their initial County service probationary period are eligible for an initial 5% merit increase upon completion of at least 1,040 hours (approximately six months) assuming work meets satisfactory standards. Subsequent merit increases will be upon completion of each additional 2,080 hours (approximately one year) from the initial merit increase.
• Deferred Compensation - Eligible to participate in the County's 401(K) Shared Savings Plan and/or the Section 457 Plan. If you participate in the County sponsored 401(K) plan, the County will match a part of your contribution up to 3% of your salary, on a per pay period basis.
• Health Plans - You are afforded a flexible credit allowance for purchasing medical plan under the County’s Flexible Benefits Program. County now pays 100% of dental, and vision premiums.
• Flexible Spending Accounts - Pre-tax benefit towards eligible medical, dental, and vision care expenses.
• Pension Plan - Participate in the County's defined benefit pension plan that provides lifetime payments to retirees. Members are "vested" after attaining five years of retirement service credit. If eligible, you may establish reciprocity with other public retirement systems such as CalPERS.
• Holidays - 13 paid days per year which includes a scheduled floating holiday.
• Additional Benefits - Tuition Reimbursement, Disability Plans, Employee Assistance Program, Life Insurance, Wellness Program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed