Outpatient Clinic Back Office Supervisor I/II

Job Description:

Outpatient Clinic Back Office Supervisor I/II

Description

Description

OVERVIEW
Current vacancies are with the Ambulatory Care department which is a system of primary and specialty care medical clinics located throughout Ventura County. In alignment with the Ventura County Health Care Agency's mission, Ambulatory Care is dedicated to setting the standard in health care excellence. As an Outpatient Clinic Back Office Supervisor, you'll work under the general direction of an Outpatient Clinic Administrator to plan, organize, and direct a team of dedicated health care professionals in support of back-office functions of a primary care or specialty care medical clinic.

IDEAL CANDIDATE
The ideal candidates will have extensive clinical and direct back-office patient care experience, ideally having held roles such as Medical Assistant, Licensed Vocational Nurse, or Registered Nurse. They will be adept in coordinating schedules and ensuring adequate coverage across outpatient and specialty clinic back-office service lines.

In addition to their clinical expertise, ideal candidates will have a demonstrated history of leading and managing back-office workflows, encompassing both operations and administration. Experience aligning back-office operations with the broader goals of an outpatient clinic and a demonstrated ability to integrate this critical segment with the overall program objectives is highly desired.

WHAT WE OFFER
The County of Ventura offers an attractive compensation and benefits package. In addition to the annual salary an employee within these positions may also be eligible for the following:

• Bilingual Incentive - Incumbents may be eligible for bilingual incentive depending upon operational needs and certification of skill.
• Educational Incentive - Incumbents may also be eligible for an educational incentive of 2.5% for completion of an associate degree, 3.5% for completion of a bachelor’s degree, or 5% for completion of a graduate degree for educational attainments not specifically required by the position.
• Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan.
• Health Plans - Full-time employees are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans.
• Flexible Spending Accounts - Choice of participation in the Flexible Spending Accounts which increase spending power through reimbursement of pre-tax dollars for IRS approved dependent care and health care expenses.
• Pension Plan - Both the County and employees contribute to the County's Retirement Plan and to Social Security. If eligible, reciprocity may be established with other public retirement systems, such as PERS.
• Holidays - 12 paid days per year which includes a scheduled floating holiday.

PAYROLL TITLES and APPROXIMATE SALARIES:
Program Administrator I: $2,771.07 - $3,879.87 biweekly
Program Administrator II: $3,103.84 - $4,345.81 biweekly

AGENCY/DEPARTMENT: Health Care Agency - Ambulatory Care

Program Administrator I/II are Management/Confidential classifications and are not eligible for overtime compensation. Incumbents in these classifications are eligible for benefits at the MB4 level.

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-Term), Intermittent, and Extra-Help vacancies. There are currently two (2) Regular vacancies, one (1) at Sierra Vista Family Medical Clinic and one (1) at Conejo Valley Family Medical Group.

NOTE: If appointed at the lower level, the incumbent may be promoted to the higher level without further examination upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department.

TENTATIVE SCHEDULE
OPENING DATE: 8/6/24
CLOSING DATE: Continuous and may close at any time; therefore, the schedule for the remainder of the process will depend upon when we receive a sufficient number of qualified applications to meet business needs. (Previously: 8/21/24 at 5:00 p.m.)

Examples Of Duties

Duties may include, but are not limited to the following:

• Plans, organizes, coordinates, and directs the activities of special programs or composite organizational functions administered within Ambulatory Care outpatient and specialty clinics;
• Ensures appropriate back office daily staffing and coordinates any changes in staff schedules or clinical assignments;
• Collaborates with others to ensure all service lines are adequately staffed;
• Oversees the transmission of medical records from external clinics, labs, and imaging centers to ensure proper record-keeping processes are maintained;
• Oversees ancillary services and acts as a Biomed Liaison;
• Assists in resolving patient complaints;
• Coordinates and oversees medical equipment and facility maintenance needs;
• Assists with inventory management and purchasing of supplies;
• Prepares required reports by compiling and analyzing narrative and statistical data to improve operations, identify program needs and/or change service delivery methods;
• Assists in workflow design and implementation, to ensure back office staff follows approved workflows;
• Confers and cooperates with others on policies and procedures;
• Represents the County in contacts with other governmental or community agencies and/or the public;
• Hires and supervises multidisciplinary staff;
• Establishes performance standards including standards in clinical areas within the scope of licensure and professional expertise;
• Ensures compliance training, competency assessments, and required certificates/licenses are current and up to date;
• Supervises and assists in the planning and operation of in-service training programs;
• Prepares performance evaluations;
• Recommends and may administer progressive discipline;
• Participates in various meetings, committees, and huddles; and
• Performs other related duties as required.

Typical Qualifications

EDUCATION, TRAINING, and EXPERIENCE
Some to considerable administrative support experience coupled with clinical experience which demonstrates possession of and competency in technical knowledge of the program area. An example of qualifying experience is:

Program Administrator I

• An associate's degree or equivalent in nursing, medical assisting, health science, healthcare administration, or a related field; AND
• Two (2) years of progressive health care experience, including, but not limited to, clinical process improvement, electronic health record oversight, and patient care delivery models, PLUS
• Two (2) years of experience as a lead in a clinical setting

Program Administrator II

• An associate's degree or equivalent in nursing, medical assisting, health science, healthcare administration, or a related field; AND
• Four (4) years of progressive health care experience, including, but not limited to, clinical process improvement, electronic health record oversight, and patient care delivery models, PLUS
• Two (2) years of experience as a supervisor in a clinical setting

NECESSARY SPECIAL REQUIREMENTS

• Must have intermediate proficiency with Microsoft Word and Excel
• Must have primary or specialty care back-office experience

DESIRED

• Bilingual in English and Spanish
• Candidates with a background in clinical roles such as Medical Assistant, Licensed Vocational Nurse, or Registered Nurse

KNOWLEDGE, SKILLS, and ABILITIES
Working knowledge of: electronic health records; the principles and techniques of program management, budgetary preparation and analysis; medical supplies inventory management; fiscal management; back office organization and staffing; administrative application of data processing; public relations; clinical personnel administration as applicable to allocated level and program; principal techniques and methods applicable to primary care outpatient clinics.

Ability to: analyze administrative and fiscal problems; proficiently utilize Microsoft Word and Excel to prepare a variety of reports and recommendations; speak effectively in public; plan, organize, and supervise the work of others; and establish and maintain effective working relationships.

Recruitment Process

FINAL FILING DATE: This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested. Your application must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on the closing date. (Previously: Your application must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Wednesday August 21, 2024.)

To apply on-line, please refer to our web site at www.ventura.org/jobs. A paper application can be obtained by calling (805) 654-5129. Our address is: County of Ventura, Human Resources Division, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

LATERAL TRANSFER OPTION: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here for additional information.

Note to Applicants: It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume and/or other related documents may be attached to supplement the information in your application and supplemental questionnaire; however, it/they may not be submitted in lieu of the application.

SUPPLEMENTAL QUESTIONNAIRE - Qualifying: All applicants are required to complete and submit the questionnaire for this exam at the time of filing. The supplemental questionnaire may be used throughout the exam process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

TRAINING & EXPERIENCE EVALUATION: A Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to the supplemental questionnaire. The T&E is NOT a determination of whether the candidate meets the stated requirements; rather, the T&E is one method for determining who are the better qualified among those who have shown that they meet the stated requirements. In a T&E, applications are either scored or rank ordered according to criteria that most closely meet the business needs of the department. Candidates are typically scored/ranked in relation to one another; consequently, when the pool of candidates is exceptionally strong, many qualified candidates may receive a score or rank which is moderate or even low resulting in them not being advanced in the process.

NOTE: The selection process will likely consist of an Oral Exam, which may be preceded or replaced with the score from a Training and Experience Evaluation (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence. Responses such as "See Resume" or "Refer to Resume" are not acceptable and may disqualify an applicant from further evaluation.

ORAL EXAM - 100%: A job-related oral exam will be conducted to evaluate and compare participating applicants' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

If there are three (3) or fewer qualified applicants, an oral exam will not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

Applicants successfully completing the exam process may be placed on an eligible list for a period of one (1) year.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record may be required for this position.

For further information about this recruitment, please contact Maritza David by e-mail at Maritza.David@ventura.org or by telephone at (805) 677-5162.

EQUAL EMPLOYMENT OPPORTUNITY: The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

MANAGEMENT

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Codes: MB3, MB4, MS, MT, MCC, MU

Closing Date/Time: Continuous

Salary:

$72,047.72 - $112,990.97 Annually