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Ambulatory Care Template Management Supervisor

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Ambulatory Care Template Management Supervisor

Salary

$46,404.80 - $78,728.00 Annually

Location

various locations throughout Ventura County, CA

Job Type

Full-Time Regular

Job Number

1269HCA-24AD (VM)

Department

Health Care Agency

Opening Date

12/23/2024

Closing Date

Continuous

• Description

• Benefits

• Questions

Description

THE POSITION:Under direction, the Practice Management Supervisor, manages schedule templates for all ambulatory care clinics and services which may involve highly technical and specialized journey or advanced journey level clerical work. The incumbent will ensure all schedule templates are designed and built accurately in the practice management system, Cerner. They will lead their team and support administrative areas by planning and reviewing the work of staff, developing initiatives to support department productivity goals, and managing procedural operations of the team. The incumbent may be responsible for directing office staff, conducting trainings, disseminating information to their team, and support in administrative tasks.THE IDEAL CANDIDATE:The ideal candidate will have some lead or supervisory experience including, training, coaching, and team building. Strong leadership abilities, complemented by knowledge and experience with practice management systems (PMS), and electronic health records (EHR) systems. They'll have extensive experience with scheduling and template building within an EHR system (ie Cerner) They should be detail oriented, technologically savvy, and results-driven, with exceptional customer service and communication skills. Additionally, the candidate will have experience in a healthcare setting working in a fast-paced environment, demonstrating the ability to manage multiple priorities effectively while delivering high-quality care and support.

WHAT WE OFFER: The County of Ventura offers an attractive compensation and benefits package. Aside from our base salary range, an employee within this position will also be eligible for the following:

• A general salary increase (GSI) - of 3.5% effective December 22, 2024.

• Educational Incentive - An educational incentive of 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate's degree.

• Bilingual Incentive - Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill. Proficiency levels by exam are $.69 per hour (Level I), $1.00 per hour (Level II), or $1.32 per hour (Level III).

• Health Plans - Y ou are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans.

• Flexible Spending Accounts - Pre-tax benefit towards eligible medical, dental, and vision care expenses.

• Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. If you participate in the County sponsored 401(k) plan, the County will match a part of your contribution up to 3% of your salary, on a per pay period basis. Following five (5) years of continuous County service, an additional 2% non-elective contribution will be made to the 401(k) plan.

• Pension Plan - Participation in the County's defined benefit pension plan. If eligible, you may establish reciprocity with other public retirement systems such as CalPERS.

• Holidays - 12 paid days per year which includes a scheduled floating holiday.

• Additional Benefits - Tuition Reimbursement, Disability Plans, Employee Assistance Program, Life Insurance, Wellness Program.

• To learn more about the benefits, please follow the link below: https://vcportal.ventura.org/CEO/HR/MOA/docs/SEIU_MOA_2022-2025.pdf

  DISTINGUISHING CHARACTERISTICS: At each successive level, the incumbents are expected to demonstrate greater initiative, self-direction, independent judgment and conflict resolution than the preceding classification. Clerical Supervisor I ($22.32 - $31.22): Plans, organizes, supervises and performs specialized clerical and technical work. This level serves as working supervisor of an organizational unit or shift. The work is characterized by the mix of journey/advanced journey level activities and supervisory responsibility over the assigned unit. Clerical Supervisor II ($24.53 - $34.35): Is the journey level classification in this job series. Incumbents plan, organize and supervise the specialized clerical and technical work of one clerical operation or support services unit. Clerical Supervisor III ($27.02 - $37.85): Is the advanced journey level classification in this job series. Incumbents plan, organize and supervise the specialized clerical and technical work of multiple work units or all three shifts of a 24-hour operation. Clerical Supervisor III is utilized to describe positions responsible for several units performing multiple clerical functions or all three shifts on a 24-hour operation. AGENCY/DEPARTMENT: Health Care Agency - Ambulatory Care Clerical Supervisors I, II, and III are represented by the Service Employees' International Union (SEIU) and are 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 for this position only. There is currently one (1) Regular vacancy with Ambulatory Care. NOTE: If appointed at the lower level, 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: 12/23/2024

  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. It is to your advantage to apply as soon as possible.

  (Previously: 01/09/ 2025 at 5:00 p.m. )

Examples Of Duties

Depth and breadth of assignments increase at each level and may include, but are not limited to the following:

• Reviews all new provider template requests and template change requests of existing providers or resources.

• Ensures the schedule template requests meet the approved schedule template guidelines and have been approved as required;

• Coordinates with Informatics and other technical staff to update the scheduling database in the practice management system, including adding/updating resources and associating correct locations and appointment slots to resources;

• Makes modifications in practice management systems, Cerner, as needed. This may include changes in slot types, application of templates, deactivating templates, and end dating templates;

• Coordinates clinic leadership to effectively apply schedule templates and to minimize disruption to patient access;

• Keeps record of all active schedule templates and changes. Updates schedule management file in Excel with most current, approved templates;

• Prepares and monitors scheduling metrics to analyze scheduling efficiency, patient load, and other key performance indicators to make informed decisions on clinic operations;

• 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;

• Delivers exceptional customer service by addressing inquiries, resolving issues, and ensuring customer satisfaction;

• Maintains current knowledge of office computer systems, including performance management system, electronic health records system and word processing software;

• May plan, organize, train and supervise the work of medical office assistants, clerical staff and other subordinate secretarial personnel; reviews work of staff to ensure adequacy and accuracy of documents and files processed through the department;

• 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;

• May be assigned additional clerical, technical, administrative and/or supervisory duties and responsibilities;

• May assist with staffing needs and other program decisions; and

• Performs other related duties.

Typical Qualifications

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

EDUCATION, TRAINING, and EXPERIENCE:

Some (I), considerable (II), or progressively responsible (III) clerical/secretarial experience in a healthcare setting which has led to the acquisition of the required knowledge and abilities. The required knowledge and abilities also can be obtained by:

Clerical Supervisor I

Any combination of education, training or experience equivalent to four (4) years of clerical/secretarial experience including one (1) year of clerical/secretarial experience in a healthcare field which demonstrates the ability to plan, assign, train and evaluate the work of others.

Clerical Supervisor II

Any combination of education, training or experience equivalent to five (5) years of clerical/secretarial experience including two (2) years of clerical/secretarial experience in a healthcare field. One (1) of the five years must have included direct supervisory experience.

Clerical Supervisor III

Any combination of education, training or experience which is equivalent to six (6) years of clerical experience including three (3) years of clerical/secretarial experience in a healthcare field . Two (2) of the six years must have included direct supervisory experience.

NECESSARY SPECIAL REQUIREMENTS:

• Experience working in a healthcare field;

• Experience using electronic medical record (EHR) software (ie. Cerner), electronic scheduling management system or practice management system

• Experience in schedule management and applying medical templates

• Willing and able to work a flexible shift (days, evenings) as needed

• Depending on assignment, a valid California driver license may be required

• Intermediate Excel experience

  KNOWLEDGE, SKILLS, and ABILITIES:

  Thorough to comprehensive knowledge (depending on level in series) of:

• EHR software platforms (e.g., Epic, Cerner, Allscripts, etc.), including how to build and apply scheduling templates within these systems;

• Clerical/ secretarial practices and procedures in a medical facility including standard abbreviations and medical terminology;

• General medical office operations, practices and procedures;

• Clerical work methods and techniques;

• Practice management system for scheduling, and registering patients;

• Intermediate excel experience;

  Working to considerable knowledge (depending on level in series) of:

• Clerical/ secretarial systems as applicable to position assignment; electronic scheduling management system or practice management system;

• Principles and practices of effective supervision related to selection, training, direction, control and evaluation of subordinates;

• Supervisory practices and techniques;

• Automated systems applicable to work assignment;

  Thorough to comprehensive ability (depending on level in series) to:

• Design, modify and apply templates to meet schedule template guidelines;

• Troubleshoot issues related to template functionality, data flow, or scheduling conflicts;

• Perform and supervise others involved in clerical/secretarial file processing, records maintenance and other specialized clerical work;

• Plan, organize and direct the work of staff to meet varying workload demands and specific time requirements.

• Apply rules, policies and procedures;

• Evaluate unusual situations and resolve them through the application of standard policies and procedures;

• Develop and implement work methods & procedures;

• Prepare documents and narrative statistical/program status reports;

• Establish and maintain cooperative working relationships;

• Address issues, complaints, concerns timely and implement effective solutions;

• Communicate effectively both verbally and in writing;

• Understand and follow written and verbal directions;

  Skills in:

• Organization, to manage schedule templates effectively; and

• Validating templates for accuracy, compliance, and ease of use

  Supplemental Information:

Incumbents are responsible for the supervision of a clerical/ secretarial staff and for the continued training and orientation of new and current staff.

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: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Thursday, January 09, 2025.)

To apply on-line, please refer to our web site at www.ventura.org/jobs . If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

NOTE: 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 (http://vcportal.ventura.org/CEO/HR/docs/Lateral_Transfer.pdf) (Download PDF reader) (https://get.adobe.com/reader/) (Download PDF reader) (https://get.adobe.com/reader/) 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 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 may 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 EXAMINATION - 100%: A job-related written examination will be administered to test candidates' knowledge of office operations and practices, math, English usage and reading comprehension, proofreading, and basic supervision. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

Applicants successfully completing the examination 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 Vivian Merida by e-mail at Vivian.Merida@ventura.org (Viivan.Merida@ventura.org) or by telephone at (805) 677-5231.

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

Service Employees International Union (LOCAL 721)

(SEIU)

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

• Benefits website (https://hr.ventura.org/benefits) or you may call (805) 654-2570.

• Retirement FAQ's (https://vcportal.ventura.org/CEO/benefits/docs/RETIREMENT%20-%20FAQs.pdf)

• Memorandum of Agreement

Union Codes: UPA, UPC, UPE, UPH, UPI, UPJ, UPT, UWS

01

Do you currently possess, or can you obtain and maintain, a California driver's license by the date of hire and as a condition of continued employment?

• Yes

• No

  02

  This position may require working evenings or weekends when needed. Are you able and willing to work such a schedule to meet the demands of the position?

• Yes

• No

  03

  Which of the following best describes your years of full-time equivalent clerical/secretarial experience. Clerical/secretarial experience is generally characterized by performing complex and routine tasks consistent with established policies and procedures in support of management or a department. Note: Full-Time is considered 40 hours per week; anything less than 40 must be prorated.

• Less than 1 year

• At least 1 year, but less than 2 years

• At least 2 years, but less than 3 years

• At least 3 years, but less than 4 years

• At least 4 years, but less than 5 years

• At least 5 years, but less than 6 years

• 6 years or more

  04

  Using complete sentences, please describe your full-time clerical/ secretarial experience. Including any experience working in a healthcare field. In your response be sure to include the following:

  A) The organization in which you gained the experience

  B) Specific duties you performed

  If you have no such experience, indicate "No Experience"

  To receive credit for this experience, you MUST include each employer in the Work Experience section of your application, and all details for each employer must be included. Do not refer to a resume.

  Note: Full-Time is considered 40 hours per week; anything less than 40 must be prorated.

  05

  Please describe your full-time experience leading, supervising, training, directing, evaluating, and/or disciplining staff. Be sure to include the following:

  A) employer name(s) where you gained this experience

  B) The number of staff members you were responsible for directly supervising

  C) the job titles and functions for which your staff were responsible; and

  D) whether you have administered performance evaluations

  If you have no such experience, indicate "No Experience"

  To receive credit for this experience, you MUST include each employer in the Work Experience section of your application, and all details for each employer must be included. Do not refer to a resume.

  Note: Full-Time is considered 40 hours per week; anything less than 40 must be prorated.

  06

  Using complete sentences, describe your experience using electronic medical record (EHR) software, electronic scheduling management systems, or practice management systems. In your response be sure to include the following:

  A) The employer name(s) where you gained the experience

  B) Names of the software used

  C) Functions you performed using each of the software

  If you have no such experience, indicate "No Experience"

  07

  Using complete sentences, describe your experience creating, editing, and/or managing medical templates in an electronic health record system. In your response be sure to include the following:

  A) The employer name(s) where you gained the experience

  B) Names of the software used

  If you have no experience, indicate "No experience"

  08

  Describe your experience and proficiency level using Microsoft Excel. In your response, include the following:

  A) Level of proficiency, beginner, intermediate, or advanced

  B) Name of employer(s) where you gained this experience

  C) Functions performed (formulas, VLOOKUP, pivot tables, etc.) and specific documents/reports created

  If you do not have this kind of experience, type "no experience."

  Required Question

Employer

Ventura County

Address

800 S. Victoria Avenue LOC. #1970 Ventura, California, 93009

Phone

(805) 654-5129

Website

http://hr.ventura.org

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