Medical Office Assistant III - Hospital Utilization Management

Job Description:

Medical Office Assistant III - Hospital Utilization Management

Description

Description

THE POSITION: Under direction, performs a variety of clerical duties in support of a health or medical care delivery office or program. Support activities may include public service, records maintenance, document production and/or case management/processing.

The ideal candidate will be detail oriented with strong organizational, time management, interpersonal and communication skills. They will have experience in a hospital and/or medical clinic setting and have extensive knowledge of medical terminology and procedures . They will also be proficient in operating a variety of automated office equipment, including practice management systems and electronic health records systems.

EDUCATIONAL/BILINGUAL INCENTIVE: Incumbents may be eligible for educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.

AGENCY/DEPARTMENT: Health Care Agency - Ventura County Medical Center and or Santa Paula Hospital

Medical Office Assistant III is represented by the Service Employees International Union (SEIU) and is eligible for overtime.

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) Intermittent vacancies within the Ventura County Medical Center’s Utilization Management unit.

TENTATIVE SCHEDULE
OPENING DATE: September 15, 2025
CLOSING DATE: September 29, 2025 at 5:00 PM

Examples Of Duties

Duties may include but are not limited to the following:

• Receives clients and answers phone calls; determines how incoming calls should be routed; directs people to appropriate locations, service or information sources; answers routine questions; explains routine procedures, processes, or departmental activities; schedules appointments; obtains factual information to create or update files and charts; provides assistance in the completion of forms; refers clients/patients to appropriate resources; assures federal and state confidentiality measures are followed;
• Compiles routine reports, records, and charts by extracting and/or tabulating information from a variety of sources such as files, reports, notes, logs, correspondence, and/or verbal instruction; identifies variations in data;
• Handles high volume of patients, internal/externals customers, and frequent changes, delay or unexpected events;
• Checks patients in-and-out through the practice management system and verifies information;
• Communicates with patient care team to ensure that patient care needs are addressed;
• Monitors waiting areas and ensures areas are maintained clean;
• Assists with pre-visit planning and confirms appointments;
• Accurately enters and updates demographic and payer data in practice management system (i.e. Cerner);
• Verifies coverage and payer eligibility, which may include programs, private insurances, and Medi-Cal;
• Performs financial screenings for program eligibility. Requests pre-authorizations when needed;
• May assist patients in coordinating appointments with diagnostic or specialty services;
• Demonstrates culturally sensitivity and competence with patients;
• Prepares, validates, processes and/or checks a variety of documents for completeness, accuracy and submission standards;
• Transfers professional and technical instructions to patient or program files; researches reference materials to respond to client or coworker inquiries;
• Sorts and/or files materials such as charts, correspondence, and miscellaneous documents; maintains files; conducts systematic search for misplaced materials; maintains cross-reference files or indexes; purges filing systems as directed;
• Types a variety of documents such as correspondence, standard forms, charts, proposals, specifications, and reports from written, recorded, and/or printed sources and/or verbal instructions; proofreads typed materials for correct grammar, spelling, and punctuation; may transcribe medical documents;
• Operates a variety of automated office equipment including computers;
• May provide assistance with various tasks, which include changing linen and bags, inventory/stocking of units, and general maintenance and cleaning of units; and
• Performs other related duties as required.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCEProgressively responsible clerical experience in a medical service delivery area which has led to the acquisition of the required knowledge, skills, and abilities.

The required knowledge, skills, and abilities also can be obtained by:

• Two (2) years of p rogressively responsible clerical experience
• One (1) year of which must have been in a health care setting that required knowledge and use of medical terminology and procedures.

NECESSARY SPECIAL REQUIREMENT(S)

• Must be willing to work in the hospital setting

DESIRED

• Bilingual (English/Spanish)

Knowledge, Skills, and Abilities:
Thorough knowledge of: medical office operations, methods, and practices; medical terminology and procedures; filing systems and procedures; record maintenance systems; report compilation; public contact techniques; the operations, procedures, and practices used in support of the function to which assigned; techniques to expedite or improve clerical tasks and record processing; and correct English usage, spelling, grammar, and punctuation.

Thorough skill in: demonstrating a certain prescribed proficiency in typing or equivalent word processing or data entry and/or taking and transcribing dictation.

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; operate a variety of automated office equipment; 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; and understand, follow, and convey written and verbal information/instructions.
Working Conditions:
Positions may involve moderate to heavy public contact in the hospital's Utilization Management area.

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources, Health Care Agency no later than 5:00 p.m. on Monday, September 29, 2025.

To apply on-line, please refer to our website at hr.ventura.org . If you prefer to fill out a paper application form, please call (805) 677-5184 for application materials and submit them to County of Ventura Human Resources - Health Care Agency, 646 County Square Drive, Ventura, CA 93003.
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.

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.

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

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

WRITTEN EXAM - 100%: A job-related written examination will be administered to test candidates' knowledge of office practices/computer usage, comparisons, vocabulary, arithmetic, reading comprehension, filing, interpersonal relations, and medical terminology. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement 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 more information about this recruitment, please contact Erika Ayala by e-mail at erika.ayala@venturacounty.gov or by telephone at (805) 677-5164.

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.

Service Employees International Union (LOCAL 721)
(SEIU)

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 Code: UPP

Closing Date/Time: 9/29/2025 5:00 PM Pacific

Salary:

$43,680.00 - $56,983.93 Annually