Clerical Supervisor I-II-III - Surgical Subspecialty Clinic

About the role

The Ventura County Health Care Agency, encompassing award-winning hospitals, clinics, public health, behavioral health, and health plan services, provides high-quality, community-based healthcare to all residents of Ventura County. The Ventura County Medical System (VCMS) is a fully integrated, comprehensive system offering access to healthcare for all county residents, with a focus on underserved populations.

Responsibilities

• Plans, organizes, and supervises the specialized clerical and technical work of one or more clerical operations or support services units.
• Reviews work of staff to ensure adequacy and accuracy of documents and files processed through the department.
• Oversees and manages the registration & scheduling process, including 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.
• Maintains current knowledge of office computer systems and word processing software.
• May assist with staffing needs and other program decisions.
• Performs other related duties as assigned.

Requirements

• 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.
• Thorough to comprehensive ability to perform and report on clinic performance and compliance audits; develop and implement internal program procedures and work methods; instruct staff on changes in procedure or policy that affect operation; conduct training and orientation of new staff and ongoing training for all staff.
• Knowledge of electronic medical record (EHR) software (i.e. Cerner).
• Bilingual (English/Spanish) experience.
• Experience working in a surgical clinical setting.

Qualifications

• 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.
• 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.
• 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.