Hybrid Medical Office Assistant II-Correctional Health (Extra-Help) (Open) bei County of San Mateo, CA

About the Department

San Mateo County Health is seeking experienced individuals for the position of Medical Office Assistant II-Correctional Health to, under general supervision, provide a variety of routine to difficult medical office support to Correctional Health Services clinics, Medical Records and Administration, which may include direct patient interactions, patient and provider scheduling, filing, scanning, reception, patient record keeping within an Electronic Health Record, data management, and word processing. 
  
There are currently three extra help vacancies in the Correctional Health Services Division located in Redwood City, CA. Positions will work at both the Maguire and Maple Street Correctional Facilities with some travel/driving between the two.

Depending upon the assigned position, the schedule will be either 7 a.m. – 3 p.m. or 2 p.m. – 10 p.m. Both facilities are open 7-days per week with rotating schedules including weekend and holiday coverage.

NOTE:  This is an extra-help, at-will assignment, paid on an hourly basis. Extra-help hours are dependent on the business needs of the department and therefore work hours may vary from week to week. Extra help employees shall not exceed 1,040 hours of work per fiscal year. Some extra help positions are eligible for benefits under the Affordable.

The ideal candidate will possess:   

• Experience working in a correctional facility/environment.
• Experience providing administrative support for Supervisors, Charge Nurses, and various Managers.
• Experience setting up various clinic schedules. 
• Ability to manage patient charts (scan hardcopy documents into Electronic Health Record).
• Experience working with medical records; and HIPAA compliance.
• Experience providing office support: telephones, referrals, computer work, copying, faxing, filing, mail, ordering supplies, maintaining office equipment.
• Ability to establish and maintain effective working relationships with those encountered on the job. 
• Ability to resolve any conflict in a professional manner.
• Proficiency in Excel, Word, PowerPoint, SharePoint, Outlook and Epic.
• Punctual, able to organize work and time management to ensure assignments are completed timely.
• Excellent communication skills, both verbal and written. 

 
Primary duties of the Medical Office Assistant II (MOAII) may include, but are not limited to, the following:  
 
Clinic Duties:

• Review report from the previous shift MOA II. 
• Make notes of any unfinished work needed to be completed and complete as time allows according to urgency throughout the day.
• Check with the Charge Nurse for any special assignments.
• Provide office support:
  • Answer telephones promptly and professionally. 
  • Take messages or make appropriate referrals.
  • Order and stock necessary equipment, supplies, and forms as instructed.
  • Maintain office equipment (i.e., change paper in lab printer, fax machine, and change the toner from the printers).
  • Manage patient charts (scan hardcopy documents in Electronic Health Record).
• Set up, cancel, and organize transportation of Off-site patient appointments.
• Transcribe and/print medical chart for Jail/Prison Transfers.
• Fax Machine: 
  • Retrieve fax information received and distribute accordingly.
  • Send fax paperwork as requested (i.e., Pharmacy, release of information, etc.).
• Set up X-Ray Clinic.
• Set up In-House Sick Calls/Clinic Lists.
• Update/Maintain Daily Diet list. Coordinate communication of Diet list with Custody and Food and Nutrition Services.
• Set up TB Test Plants/Reads List.
• Set up Laboratory Blood Draw List.
• Reconcile Medication Delivery with order list.
• Inmate Request Slips/Triage Slips.
• Serve as back up to Administrative, Medical Records, and/or Forensic Mental Health (FMH) MOA.
• Special projects as assigned by Supervisor, Charge Nurse, and Managers.

 
Administrative Office duties:   

• Provide clerical support to Director, Clinical Services Managers – Medical,  Mental Health, Substance Use Disorder, and Administrative Services Manager.
• Act as a receptionist and receive visitors and vendors, and screen phone calls.
• Retrieve sort and distribute mail and faxes received.
• Submit ISD Service Desk tickets upon request.
• Arrange and coordinate office and medical equipment maintenance and service requests.
• Order, receive and re-stock office and medical supplies.
• Reconcile invoices to orders and services rendered, then submit to accounting for payment.
• Compile and prepare statistical reports such as the Jail Profile Survey.
• Scan and maintain various medical administrative files.
• Serve as back up to Clinical, Medical Records, and/or FMH MOA.
• Special projects as assigned by Supervisors and Managers.

Medical Records Duties:

• Provide direction on internal and external medical records request forms to patients and the public.
• Provide correspondence to patients and the public regarding medical records request process and/or status.
• Receive and document check and cash medical records fees and provide to Finance.

• Process Release of medical records requests timely.
• Process subpoenas and court orders timely.  
• Create and maintain data management of medical records requests, subpoenas, and court orders.
• Quality Assurance (QA) of Electronic Health Record. 
• Coordinate delivery and return of stored charts from Corovanas needed.
• Monitor and coordinate the record keeping requirements of stored charts at Corovan annually.
• Serve as back up to Clinic, Administrative, and/or FMH MOA.
• Special projects as assigned by Supervisors and Managers.

Forensic Mental Health (FMH) Duties:  

• Draft monthly Psychiatrist schedule.
• Set up Psychiatrist Clinics.
• Run, sort, and compile various data reports.
• Process Patient Grievances.
• Ordering, receiving, and tracking supplies. 
• Assisting FMH, and BHP staff (miscellaneous tasks).
• Special projects as assigned by Supervisor and Managers.
• Scan and maintain various medical administrative files.
• Provide office support:
  • Answer telephones promptly and professionally. 
  • Take messages or make appropriate referrals.
  • Order and stock necessary equipment, supplies, and forms as instructed.
  • Maintain office equipment (i.e., change paper in lab printer, fax machine, and change the toner from the printers).

• Serve as back up to Clinic, Administrative, and/or Medical Records MOA.
• Special Projects as assigned by Supervisors and Managers.

Minimum Qualifications

Security Clearance: Positions in Correctional Health require that the applicant obtain and maintain a security clearance as a condition of employment.
 
Education and Experience:
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:
 
Medical Office Assistant II: One year of journey-level experience which required the use of medical terminology and direct contact with patients in a clinic or similar medical office setting.
 
Knowledge of:

• Policies and procedures related to the outpatient, ancillary, medical records or direct patient care area to which assigned.
• Medical terminology as related to office support work.
• Office practices and procedures, including filing and the operation of standard office equipment.
• 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.
• Correct English usage, including spelling, grammar and punctuation.
• Business arithmetic.
• Basic record-keeping principles and practices.

 
Skill/Ability to:

• Perform detailed medical office support work accurately.
• Prioritize work and coordinate several activities.
• Compose routine correspondence from brief instructions.
• Use initiative and sound independent judgment within established guidelines.
• Operate standard office equipment, including a word processor and computer terminal.
• Organize and maintain accurate patient and general files and records.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Understand and carry out oral and written directions.

 
Note: Specific positions may require the ability to type at a rate of 40 net words per minute from printed copy.

Other Qualifications

If you are interested in being considered for this extra help position, the following materials must be electronically submitted in a Word or PDF format:

• Cover letter with responses to Supplemental Questions (maximum of 2 pages)
• Resume

Supplemental Questions: 

1. Describe your experience that has prepared you to perform the duties of this Medical Office Assistant position, including any work experience in a correctional facility/environment. Include your role, responsibilities, and length of time in the position.
2. Describe your experience working with electronic health records and the steps you take to maintain HIPAA compliance. Include your role, responsibilities, and length of time in the position.
3. Describe your experience using each of the following: Excel, Word, Access, PowerPoint, SharePoint, Outlook and Soarian. Include your proficiency in each (novice, intermediate, expert), how you have used the applications, and types of documents you produced.

Please include the words " Medical Office Assistant II-Correctional Health" in the subject line of the email submission. Please submit the required materials electronically via email to:
 

Leilani Chua, Administrative Services Manager I

[email protected] 
 

Application materials will be reviewed as they are received, and well-qualified candidates will be contacted for an interview.
 

Apply immediately. Resumés will be accepted until position is filled. This posting is open on a continuous basis and selection may be made at any time within the process.
   
NOTE: Application materials are only accepted via e-mail. Materials sent via regular mail and/or fax will not be accepted. Submittals that do not include all required elements (cover letter with responses to supplemental questions and a resume) will not be considered.
  
About the County 
San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically, and linguistically diverse communities.
  
The County of San Mateo, as an employer, is committed to advancing equity to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.

The County of San Mateo is an equal opportunity employer committed to fostering diversity, equity, and inclusion at all levels.

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