Medical Office Assistant III/IV - Bilingual Required

Ventura County•Oxnard, CA

2d•Onsite

About The Position

Under direction, the Medical Office Assistant III/IV provides clerical and administrative support for Behavioral Health programs and services. Responsibilities include public reception, records management, document preparation, case management support, and other office functions in a mental health clinic setting. Medical Office Assistant III/IV incumbents perform more complex administrative assignments and may coordinate office operations and supervise administrative support activities.

Requirements

Progressively responsible clerical experience in a medical service delivery area which has led to the acquisition of the required knowledge, skills, and abilities.
Medical Office Assistant III: Two (2) years of clerical experience, including: One (1) year in a health care setting that required knowledge and use of medical terminology.
Medical Office Assistant IV: Four (4) years of increasingly responsible office experience, including: Two (2) years in a medical office setting utilizing medical terminology and One (1) of which must have included experience as or equivalent to a Medical Office Assistant III with the County of Ventura.
Must be bilingual in (English/Spanish)
Some previous experience with electronic health records
Thorough knowledge of: medical office operations, methods, and practices and procedures; medical terminology; filing systems and procedures; medical records management and maintenance systems; report compilation; public contact techniques.
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; correct English usage, spelling, grammar, and punctuation; and Methods and techniques to efficiently perform medical office tasks.
Thorough skill (depending on assignment) in: the operation of a variety of office equipment, including computers; proficiency in typing or equivalent word processing or data entry; and taking and transcribing meeting minutes.
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; 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; understand, follow, and convey written and verbal information/instructions; speak, read and write in Spanish; and maintain confidential information.
In addition, Medical Office Assistant IV incumbents must possess thorough ability to: prepare and finalize correspondence, reports and other documents 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.

Nice To Haves

Customer-focused professional
Exceptional organizational, communication, and interpersonal skills
Experience with electronic health records
Maintaining confidential information
Compassionate, culturally responsive service to diverse patient populations
Detail-oriented
Adaptable
Able to effectively prioritize multiple responsibilities
Working collaboratively as part of a multidisciplinary team

Responsibilities

Receives clients and answers and routes incoming calls; directs individuals to appropriate locations, services, or information sources; answers routine questions; explains procedures and departmental activities; schedules and confirms appointments; and refers clients/patients to appropriate resources.
Checks patients in-and-out through the practice management system; verifies and updates demographic, payer, registration, and other patient information; creates and maintains patient files and charts; and ensures confidentiality requirements are followed.
Reviews and manages patient schedules to identify missed opportunities, scheduling errors, registration updates, insurance eligibility issues, and co-payments requirements; assists with pre-visit planning and makes appointment confirmation calls.
Verifies insurance coverage and payer eligibility, including private insurances, Medi-Cal, and other programs; conducts financial screenings for program eligibility; requests pre-authorizations when needed; and enters appropriate government codes to support reimbursement.
Performs cashiering duties and collects co-payments, payments, and outstanding balances; may distribute Medi-Cal checks and track reimbursements.
Communicates with patient care team to ensure that patient care needs are addressed; provides culturally sensitive and competent service; and manages high-volume patient and customer interactions, including changing, delayed, or unexpected circumstances.
Prepares, reviews, validates, processes and submits documents, forms, charts, correspondence, and other materials for completeness, accuracy and compliance with submission standards; assists patients with completion of forms.
Compiles information and prepares routine reports, records, and charts and other documents by gathering, extracting, tabulating, and analyzing information from files, reports, notes, logs, correspondence, and/or verbal instructions, and other sources; identifies variations in data.
Maintains paper and electronic files, charts, and records; sorts, files, indexes, cross-references, retrieves, and purges materials; conducts systematic searches for misplaced records; and researches reference materials to respond to patient, client, or coworker inquiries.
Prepares correspondence and other written materials from written, recorded, printed, or verbal sources; proofreads materials for grammar, spelling, and punctuation; and may transcribe medical documents.
Operates computers and other automated office equipment and enters, retrieves, and maintains patient information using multiple databases and medical records systems.
Monitors waiting areas and ensures areas are maintained in a clean, orderly, and safe condition.
May provide back-up for basic patient assistance, including obtaining vital signs and providing emergency or comfort care, as required.
Trains, orients, and provides guidance to new staff on departmental procedures, computer databases, medical records management, and work processes; may distribute and assign work; establish work sequences and procedures, and recommend work flow improvements.
Coordinates the work of clerical and non-professional staff performing general or specialized functions; may assist with work-unit priorities, hiring, discipline, performance evaluations, and related personnel recommendations.
Assists with budgeting, purchasing, inventory, and expenditure-control activities for the assigned work unit; orders and maintains office supplies and monitors inventory.
Prepares treatment records and tracks therapy hours to support accurate billing and reimbursement.
Gathers data from a variety of sources and prepares reports; prepares and sends correspondence to families, physicians, and outside agencies; may develop informational pamphlets, flyers, or other materials.
Tracks reimbursements and Medi-Cal checks and assists with monitoring related financial and budget activities.
Performs other related duties as assigned.