Medical Office Assistant I/II - Public Health

DEFINITION

• Taking detailed and accurate meeting minutes for internal and external facing meetings.
• Flyer and other publication creation and editing.
• Reviewing, completing, editing, processing, and tracking forms.
• Client document processing and data entry.
• Client intake and registration, including interviewing clients to obtain medical information and appropriate documentation.

DEFINITION

Under general supervision, provides a variety of routine to difficult medical office support to a variety of County clinics and public health program areas, which may include patient scheduling and intake, reception, typing, word processing and patient recordkeeping and filing; performs related work as assigned.

DISTINGUISHING CHARACTERISTICS

Medical Office Assistant I is the entry level class of this medical office support series. Initially under close supervision, incumbents learn office and County procedures. As experience is gained, there is greater independence of action within established guidelines. This class is alternately staffed with Medical Office Assistant II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher level class.

Medical Office Assistant II is the journey level class of this series, fully competent to independently perform a variety of responsible medical office support duties. Specific duties, including the amount of typing, word processing, use of on-line or personal computers and contact with the public will vary with the clinic or medical area to which assigned. This class is distinguished from Senior Medical Office Assistant in that the latter either assigns, directs and reviews the work of a small office support staff or performs the most difficult, technical, complex and/or specialized medical office support duties which require an additional definable body of technical knowledge and skills.

EXAMPLES OF DUTIES

• Acts as a receptionist and receives patients and visitors; screens phone calls; takes messages or makes appropriate referrals; provides factual information regarding the County or specific health unit activities and service which may require the interpretation of rules, policies and/or procedures.
• Orders, receives and organizes patient charts for daily appointment schedule preparation and varied recordkeeping activities; may pull and file charts located within assigned area; reviews charts for necessary documentation and diagnostic test authorizations from health care staff; closes patient charts as authorized.
• Provides for intake and registration of patients; interviews patients to obtain medical information and appropriate documentation required to open patient charts.
• Reviews financial and insurance status of patient; explains treatment costs and methods of payment; performs periodic re-evaluations, redeterminations and adjustments as necessary; collects fees, issues receipts and balances daily monies received.
• Schedules patient appointments and prepares daily appointment schedule; schedules medical tests and procedures.
• Informs professional staff of lab, X-ray and other diagnostic test results in accordance with established policies and procedures.
• Prepares a variety of periodic and special reports related to patient care, testing and results, which may require the use of arithmetic calculations and the consolidation of information from various sources.
• Transcribes patient information histories, physical examination notes and related patient medical information containing specialized medical terminology; types various correspondence and documentation pertaining to patient diagnosis and treatment from drafts, dictated tapes, notes or brief instructions using a typewriter or word processor.
• Establishes and maintains office and patient files; researches and compiles information from such files.
• Performs such office support activities as opening and distributing mail, processing outgoing mail, and ordering and maintaining an inventory of office supplies.
• May perform routine billing, preparation of medical procedure or test orders, scheduling of medical procedures, and a variety of patient processing, documentation and recordkeeping duties, depending upon assignment.

QUALIFICATIONS

NOTE: The level and scope of the knowledge and skills listed below are related to job duties as defined under Distinguishing Characteristics.

Knowledge of:

• Policies and procedures related to the clinic or public health to which assigned.
• Medical terminology as related to office support work.
• Business letter writing and the standard format for typed materials.
• Basic business data processing principles and the use of
• word processing or personal computing equipment.
• Office practices and procedures, including filing and the operation of standard office equipment.
• Correct English usage, including spelling, grammar and punctuation.
• Business arithmetic.
• Basic record keeping principles and practices.

Skill in:

• Performing detailed medical office support work accurately.
• Prioritizing work and coordinating several activities.
• Composing routine correspondence from brief instructions.
• Using initiative and sound independent judgment within established guidelines .
• Operating standard office equipment, including a word processor and computer terminal.
• Organizing and maintaining accurate patient and general files and records.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Understanding and carrying out oral and written directions.

Other Requirements:

Specified positions may require skill in typing accurately at a rate sufficient to produce final documents and enter information into a computer system. Specified positions may require possession of a valid California driver's license.

Desirable Education and Experience:

A typical way to obtain the knowledge and skills outlined above is:

Medical Office Assistant I: One year of general clerical office support experience.

Medical Office Assistant II: In addition to the above, one year of experience which required the use of medical terminology and direct contact with patients in a clinic or similar medical office setting at a level equivalent to the County's class of Medical Office Assistant I.

WORKING CONDITIONS & ADDITIONAL INFORMATION

ADDITIONAL INFORMATION

HOW TO APPLY

A complete, original application must be filed for each position you are interested in applying for. Applicants must apply online through the County’s automated application system at https://www.governmentjobs.com/careers/humboldtcountyca.

Applications must be submitted no later than the final filing date and time listed on the job flyer.

It is important that your application shows all the relevant education and experience you possess. Human Resources staff does not consider or review resumes or attachments. Incomplete applications will be rejected.

Please read the job requirements section of the announcement. Be sure you meet these requirements since they will be carefully evaluated during the selection process.

Your performance in any employment examinations will be compared with the performance of others who take the tests. The examination results will be emailed to you as quickly as possible.

SELECTION PROCEDURE

The County utilizes a set of rules to ensure that our hiring processes are fair and equitable. Applications will be screened and those considered qualified will be invited to appear for an oral and/or written examination. Meeting the requirements does not guarantee inclusion into the selection process. Depending upon the number of applications received, the selection process may consist of additional application screening, written and/or practical exam(s), oral interview, or any combination thereof.

FREQUENTLY ASKED QUESTIONS

How long does it take to fill out the application?

Can I change my application after submitting it?

How long until I hear back from you and how can I check for updates on my application?

Will I be informed if I am not selected for an interview / Oral Exam?

OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

Research indicates that individuals in protected classes can be less likely to submit a job application. The County of Humboldt is dedicated to building a diverse, inclusive, and authentic workplace where our employees are free to bring their full selves to work each day in an environment that allows them to reach their full potential. The County Board of Supervisors has made organizational commitments to Diversity, Equity, and Inclusion (DEI) and the County is working to ensure that these commitments are reflected in all we do. The County recognizes that certain populations (BIPOC, Disabled Persons, Veterans, LGBTQIA community members, etc.) face systemic and structural challenges which may inhibit their ability to satisfy every requirement of the position. In recognition of these structural and systemic factors, the Human Resources Department understands that experience can be gained in many ways – oftentimes, outside of formal institutions – and strives to take a holistic approach in assessing an applicant’s qualifications for a position.

If you’re excited about this role but your past work experience doesn’t align perfectly with every qualification in the job description, we strongly encourage you to apply.

REASONABLE ACCOMMODATIONS

The County of Humboldt is committed to providing equal access and opportunities in its programs, activities, and employment, and does not discriminate on the basis of mental or physical disabilities. The Human Resources Department is located in the Humboldt County Courthouse, which has an accessible entrance on 4th Street. Accessible parking is available adjacent to the 4th Street entrance and on the 4th Street side of the K Street lot. Special testing arrangements may be made to accommodate disabilities or religious convictions. If invited to an examination and you are in need of a reasonable accommodation, please contact Human Resources immediately at (707) 476-2349 so arrangements can be made.

EQUAL OPPORTUNITY EMPLOYER

The county is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religion or religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical disability, military service, or any other classification protected by federal, state, or local laws or ordinances.

MEDICAL EXAMINATION

A pre-employment medical examination provided by the County may be required upon offer of employment.

OTHER EXAMINATIONS

Some positions also require psychological evaluation and/or extensive background investigation.

LICENSES

Some classifications require possession of valid professional and/or technical licenses. Some classifications may require the possession of a valid California driver’s license.

PROBATIONARY PERIOD

Persons appointed to regular County positions serve a probationary period. This is normally six (6) months but could be up to one (1) year. All designated safety employees serve a one-year probationary period.

EMPLOYMENT ELIGIBILITY

It is the County’s intention to hire only those workers who are authorized to work in the United States, pursuant to the Immigration Act of 1990. If you are offered employment, you will be required to verify your eligibility to work in the United States. For law enforcement positions you will be required to verify your U.S. citizenship or legalized status.

DISASTER SERVICE WORKERS

All County of Humboldt employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESS OR IMPLIED CONTRACT. THE COUNTY OF HUMBOLDT RESERVES THE RIGHT TO MAKE NECESSARY MODIFICATIONS TO THE EXAMINATION PLAN IN ACCORDANCE WITH THE HUMBOLDT COUNTY MERIT SYSTEM RULES.