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Referral System Program Administrator II/III - Ambulatory Care - Bilingual Required

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Referral System Program Administrator II/III - Ambulatory Care - Bilingual Required

Salary

$77,970.93 - $114,293.20 Annually

Location

Ventura and may require travel throughout Ventura County, CA

Job Type

Full-Time Regular

Job Number

0623HCA-24AC (KCR)

Department

Health Care Agency

Division

Ambulatory Care

Opening Date

06/14/2024

Closing Date

Continuous

• Description

• Benefits

• Questions

Description

PLEASE READ THIS BULLETIN CAREFULLY AS IT CONTAINS IMPORTANT INFORMATION ON THE POSITION AND THE RECRUITMENT PROCESS

WHAT WE OFFER

The County of Ventura offers an attractive compensation and benefits package. In addition to the salary of approximately $77,970 to $114,293 annually an employee within this position will also be eligible for the following:

• General Salary Increase - 3.5% increase 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 needs and certification skills.

• Annual Leave - 208 hours per year, increasing to 288 hours after 5 years of service.

• Annual Leave Redemption - The ability to "cash in" or redeem up to 100 hours of Annual Leave per year after using 80 hours in the preceding twelve months.

• Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3% match on your 401(k) contributions.

• 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: Tier one for employee only is $502 per biweekly pay period, tier two for employee plus one is $730 per biweekly pay period and tier three for employee plus family is $905 per biweekly pay period.

• 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 CalPERS.

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

VENTURA COUNTY

Ventura County is located on California’s “Gold Coast,” approximately 35 miles northwest of Los Angeles and 20 miles southeast of Santa Barbara. Residents enjoy rolling hills and sweeping ocean views in a nearly perfect Mediterranean climate. The beauty and weather combined with a wonderful quality of life are among the many reasons our residents choose to call Ventura County “home.

Ventura County is a “general law” county, governed by a five-member, elected-by-district Board of Supervisors. The Supervisors appoint a County Executive Officer (CEO) to oversee the County budget, day-to-day operations, and to advise, assist, and act as an agent for the Board of Supervisors in all matters under the Board’s jurisdiction. It focuses on providing excellent services to its residents by promoting engagement, strategy, execution and accountability to include diversity, equity, and inclusion initiatives to ensure that all employees are treated with respect and without discrimination, and to improve culturally appropriate outcomes for community members.

THE AGENCY

The Health Care Agency oversees a wide variety of divisions, doing extraordinary things, and where employees continually strive for excellence and innovation.

Ultimately the agency's goal is to be the health system of choice for the community and physicians in Ventura County. Commitment to valuing the diversity of all persons and to being respectful and inclusive of everyone is facilitated by engaging and educating the community, to improve the overall health of everyone in our county.

THE DEPARTMENT

Ambulatory Care is a system of primary care and specialty care medical clinics conveniently located throughout Ventura County. In keeping with the mission of the Ventura County Health Care Agency, the team of dedicated physicians, nurses and other health care professionals seek to set the standards in health care excellence.

Care is provided on an outpatient basis at all levels. When seeking preventative care such as annual physicals or obtaining flu vaccinations or routine care; having lab work drawn and reviewed; or complex care for chronic medical conditions, this system is the medical home to meet patient needs.

THE POSITION

Under general direction, the Referral System Program Administrator plans, organizes and directs work involving electronic referrals and systems, supports Cerner Discern Reporting, resolves issues, applies knowledge of program operation regulations in report analysis, and performs related duties as required. This position oversees the Heath Care Agency referral center staff and clinic referral workflows.

The successful candidate will be a detail-oriented individual who is a problem-solver and has excellent follow through. This person will be prompt and reliable and will have strong oral and written communication skills to effectively interact with all levels of hospital staff, patients, and families.

PAYROLL TITLES & APPROXIMATE SALARIES:

Program Administrator II: $2,998.88 - $4,198.85 biweekly

Program Administrator III: $3,139.62 - $4,395.89 biweekly

Program Administrator II/III are Management classifications and are not eligible for overtime compensation.

TENTATIVE SCHEDULE

OPENING DATE: June 14, 2024

CLOSING DATE: Continuous

(Previously: June 28, 2024, at 5:00 p.m.)

Examples Of Duties

Duties may include but are not limited to the following:

• Oversees all Ambulatory Care Clinic referral processes and ensures the referral cycle is completed in a timely manner;

• Monitors and supervises the work of subordinates to ensure daily tasks and deadlines are met effectively and efficiently;

• Conducts research and compiles information needed for narrative and statistical program activity reports utilizing Cerner Discern Reporting; applies knowledge of program operation regulations in the evaluation of information included in such reports;

• Compiles and organizes referral data to identify gaps, opportunities for improvement, document findings, and update queries; manipulates large quantities of data from multiple files in Excel and creates advanced formulas.

• Works closely with external stakeholders; may serve as liaison with vendors to ensure electronic referral system is operational;

• Presents results of research to key stakeholders;

• Develops referral system training manuals and/or guidelines; trains users as needed;

• Confers with managers on policy matters and work problems; interprets Ambulatory Care policies and procedures; participates in troubleshooting referral system issues that arise;

• 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 EXPERIENCE

Any combination of education, training, and experience which has led to acquisition of the required knowledge, skills, and abilities. The required knowledge and abilities can typically be obtained by:

Program Administrator II: a Bachelor's degree in business or a health care related field and three (3) years of experience processing referrals for various specialties with at least one (1) year of team supervisory experience.

Program Administrator III: a Bachelor's degree in business or a health care related field and four (4) years of experience processing referrals for various specialties with at least two (2) years of team supervisory experience.

Substitution

Additional experience may substitute for the Bachelor's degree on a year-by-year basis. For example, at the II level an Associate's degree and five (5) years of experience with one (1) year of team supervisory experience.

NECESSARY SPECIAL REQUIREMENTS

• Possession of and ability to maintain a valid California driver license

• Bilingual proficiency in Spanish verbally as verified by Level I proficiency exam

• Intermediate skills in Microsoft Word and Excel

• Experience demonstrating

• Knowledge of program management

• Ability to build and maintain effective relationships with all levels of hospital staff, patients, and families

• Knowledge of various payor sources, insurance verification and authorization process guidelines for different specialties

NOTE: Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire.

DESIRED

• Master's degree in business or a health care related field

• Experience with Cerner electronic health record software

• Knowledge of health care regulations, laws, policies, procedures

• Experience of various auditing organizations, such as the Joint Commission and insurance companies

• Advanced skills in Excel

Knowledge, Skills, and Abilities

Working knowledge of: health care regulations, laws, policies, and procedures; various auditing organizations such as the Joint Commission and insurance companies; various payor sources, insurance verification and authorization process guidelines for different specialties; referral process life cycle; the principles and techniques of program management; principles and techniques of fiscal management; administrative application of data processing; public relations; and supervision, organization and staffing, and personnel administration as applicable to allocated level and program including conducting performance reviews and disciplinary actions.

Skill in: Word, Excel, Cerner, and other related computer applications utilized in assigned program; speaking Spanish and English.

Ability to: maintain current knowledge of health care regulations, laws, policies, and procedures; build and maintain effective relationships with all levels of hospital staff, patients and families; analyze administrative and fiscal problems; speak effectively in public; prepare a variety of reports and recommendations; prioritize work and be flexible and exercise independent judgment; communicate effectively orally and in writing; and plan, organize, and supervise the work of others.

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 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.

(Previously: Applications must be received by County of Ventura Human Resources no later than 5:00 p.m. on Friday, June 28, 2024.)

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 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.

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) for additional information.

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.

APPLICATION EVALUATION – qualifying

All applications will be reviewed to determine whether the stated requirements are met. Applicants meeting the stated requirements will be invited to continue to the next step in the recruitment process.

BILINGUAL EXAM - qualifying

Applicants passing the application evaluation will be administered a bilingual proficiency level I exam which must be passed to advance to the next step in the screening process.

TRAINING and EXPERIENCE EVALUATION

The 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.

ORAL EXAMINATION - 100%

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

NOTE: If there are three (3) or fewer qualified applicants, an examination may 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.

ELIGIBLE LIST

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

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 or similar positions only. There is currently one (1) Regular, full time vacancy within the Health Care Agency's Ambulatory Care Department.

BACKGROUND INVESTIGATION

A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record is 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.

For further information about this recruitment, please contact Katie Reynolds by e-mail at katie.reynolds@ventura.org or telephone at (805) 654-2629.

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 (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: MB3, MB4, MS, MT, MCC, MU

01

Verbal fluency in Spanish and English is required for this recruitment. A bilingual proficiency level I exam must be passed to be considered qualifying. Are you bilingual in Spanish and English?

• Yes

• No

  02

  Detail your work experience processing referrals. Include:

  A. Name of employer(s) where you obtained this experience

  B. Specific specialties involved

  C. Specific duties you performed related to obtaining authorizations

  D. Specific health care regulations, laws, policies and/or procedures involved

  NOTE: This experience must be included in the Work History section on your application to be considered qualifying.

  If you do not have this experience type, "None."

  03

  Detail your team supervisory experience. Include:

  A. Name of employer(s) where you obtained this experience

  B. Specific staff tiles you supervised

  C. Size of the teams supervised

  D. How often your conducted performance reviews

  E. Any experience with disciplinary actions to improve performance

  NOTE: This experience must be included in the Work History section on your application to be considered qualifying.

  If you do not have this experience type, "None."

  04

  Describe your program management experience. Include:

  A. Name of employer(s) where you obtained this experience

  B. A specific example demonstrating your ability to prioritize work and be flexible and exercise independent judgement in resolving program management issues

  NOTE: This experience must be included in the Work History section on your application to be considered qualifying.

  If you do not have this experience type, "None."

  05

  Describe your experience building and maintaining effective relationships with all levels of hospital staff, patients, and families. Include:

  A. Name of employer(s) where you obtained this experience

  B. Titles of hospital staff

  C. Descriptions of patients and their families

  D. Skills used to build and maintain these relationships

  NOTE: This experience must be included in the Work History section on your application to be considered qualifying.

  If you do not have this experience type, "None."

  06

  What is your proficiency level using Microsoft Word (Beginner, Intermediate, or Advanced)? Describe the type of documents you have created with Word, such as reports and recommendations.

  If you have no proficiency with Word, state "none."

  07

  What is your proficiency level using Microsoft Excel (Beginner, Intermediate, or Advanced)?

  Describe advanced formulas used and any functions you have used to manipulate data from multiple files in Excel.

  If you have no proficiency with Excel, state "none."

  08

  Describe your experience using electronic health record software and/or databases to process data. Include:

  A. Name of employer(s) where you obtained this experience

  B. Specific software utilized, especially Cerner

  C. Specific duties you performed using the software

  NOTE: This experience must be included in the Work History section on your application.

  If you do not have this experience type, "None."

  09

  Describe your experience with various auditing organizations, such as the Joint Commission and insurance companies. Include:

  A. Name of employer(s) where you obtained this experience

  B. Specific auditing organizations involved, especially Joint Commission and insurance companies

  C. Specific responsibilities executed

  NOTE: This experience must be included in the Work History section on your application.

  If you do not have this experience type, "None."

  Required Question

Agency

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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