Job Description

Help CHDP transition to new performance measures. MOA IV level to help coordinate telehealth services for patients and MTP staff/doctors. Skills required: electronic health record management, registration, medical clinic processes for patient care, Office 365, Bilingual-Spanish

Skills Required:
  • Microsoft Excel
  • Bilingual- Spanish
Special Requirements:
Depending on the position, bilingual skills may be required
Supplemental Information:
Work is primarily performed in an office environment and may involve significant public contact in a clinic or medical setting.
Distinguishing Characteristics:
Medical Office Assistant IV is the lead classification in this job series. Incumbents perform support duties requiring specialized medical knowledge and interpretation of rules, regulations, and reimbursement requirements; explain program procedures to clients and/or their parents/guardians; prepare reports; and serve as lead workers over subordinate-level clerical staff at a satellite office or clinic.
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.
  • 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; 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.
  • May distribute Medi-Cal checks; tracks reimbursements and checks; monitors budget; performs inventory control.
  • Trains new staff on computer databases and medical records management.
  • Orders and maintains office supplies.
  • Performs other related duties as assigned.
    Knowledge, Skills, and Abilities:
    Thorough knowledge of: medical office operations, methods, practices and procedures; medical terminology and procedures; filing systems and procedures; medical records management and maintenance systems; report compilation; public contact techniques; correct English usage, grammar, spelling, and punctuation; methods and techniques to efficiently perform medical office tasks; and medical transcription (depending on assignment).
    Thorough skill (depending on assignment) in: the operation of a variety of office equipment, including computers; typing or equivalent word processing or data entry; and/or taking and transcribing dictation.
  • Thorough ability to: prepare and finalize correspondence, reports and other documents utilizing word processing, 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; set-up and maintain filing systems; extract information from a variety of sources; compare the data from two or more sources for accuracy and completeness; perform basic arithmetic calculations; establish and maintain effective working relationships with patients, physicians, medical staff, therapists, insurance representatives, parents/guardians, and coworkers; and understand, follow, and convey written and verbal information/instructions.
    Progressively responsible clerical experience which has led to the acquisition of the required knowledge, skills, and abilities. 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, two (2) of which must have included experience in a medical office setting utilizing medical terminology and procedures and one (1) of which must have included experience as or equivalent to a Medical Office Assistant Ill with the County of Ventura.

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