Medical Office Assistant IV - Bilingual Required

THE POSITION: Under direction, the Medical Office Assistant IV performs complex office support duties within their area of assignment. The incumbent will have strong leadership and customer service skills, and will verify coverage and payer eligibility for a number of insurance providers. They will also assist with medical billing efforts, input and retrieve patient information as required, help coordinate and schedule patient appointments, and perform related duties as required. 
  
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.
 
EDUCATION/BILINGUAL INCENTIVE: Incumbents may be eligible for an 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 - Ambulatory Care
  
Medical Office Assistant IV is represented by the Service Employees' International Union (SEIU) and is not eligible for overtime compensation.
  
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 is currently one (1) Regular, full-time vacancy within Ambulatory Care at the Magnolia West Health Care Clinic.
 
TENTATIVE SCHEDULE
 OPENING DATE: 11/4/25
CLOSING DATE: Continuous (Previously 11/12/25 at 5:00pm)

Duties may include but are not limited to the following:

• Trains and orients new employees, assigns tasks, establishes workflows, and creates schedules. Assists supervisors with hiring, evaluations, disciplinary actions, and work unit priorities by providing recommendations and preparing 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;
• Reviews and manages patient schedules to anticipate for missed opportunities, scheduling errors, registration form updates, insurance eligibility, and co-payments;
• 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;
• Performs cashiering duties and collects co-payments, payments, and outstanding balances;
• 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;
• Reviews and assesses financial and eligibility information to determine initial or ongoing qualification for public assistance programs, including Every Woman Counts, Family Pact, Self-Pay Discount Program, and other related programs.
• May assist patients in coordinating appointments with diagnostic or specialty services;
• Demonstrates culturally sensitivity and competence with patients;
• 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 and 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;
• Communicates with patients via text messaging through Artera, monitors portals, and triages messages based on patient needs.
• May transcribe medical documents;
• Trains new staff on computer databases and medical records management;
• Orders and maintains office supplies; and
• Performs other related duties as assigned.

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.
  
EDUCATION, TRAINING, and EXPERIENCE
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, in those two (2) years must include experience in a medical office setting utilizing medical terminology and procedures, and
• One (1) year must include increasingly responsible office experience as or equivalent to a Medical Office Assistant III with the County of Ventura.

NECESSARY SPECIAL REQUIREMENTS:

• Intermediate with Microsoft systems, i.e. Word, Outlook, and Excel
• Bilingual in English/Spanish
• Experience in Artera
• Cross-trained in Primary Care, Specialty Services, and Urgent Care.

DESIRED:

• Intermediate skills using an Electronic Medical Record database such as Cerner with scheduling and registration experience.

SUPPLEMENTAL INFORMATION
Work is primarily performed in an office environment, involving significant public contact in a clinic or medical setting.
 
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; various public assistance programs, such as Every Woman Counts, Family PACT, Self Pay Discount Program, or other public assistance programs;  methods and techniques to efficiently perform medical office tasks; and medical transcription.
  
Thorough skill 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.

FINAL FILING DATE: This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested in it.  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.
  
To apply on-line, please refer to our web site at hr.venturacounty.gov. 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, 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.
  
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 exam will be administrated the test applicants’ knowledge of Office Practices/Computer Usage, Comparisons, Vocabulary/Reading Comprehension, Mathematics, Filing, Records Management, Interpersonal Relations, Medical Terminology. Applicants 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.
  
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.  

Salary : $58,585 - $81,905