Medical Office Assistant II-Correctional Health (Extra-Help) (Open)

Full Job Description

San Mateo County Health is seeking experienced individuals for the position of Medical Office Assistant II - Correctional Health.

Medical Office Assistants provide a variety of routine to complex medical office support to Correctional Health Services clinics, Medical Records, and Administration departments.

Duties may include direct patient interactions, patient and provider scheduling, filing, scanning, reception, patient recordkeeping and data management within an Electronic Health Record.

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 seven days per week, with rotating schedules that include weekend and holiday coverage.

The ideal candidate will possess:

• Experience working in a correctional facility or similar environment.
• Strong background in office and administrative support, preferably within a medical or healthcare setting.
• Experience providing administrative support to supervisors, charge nurses, and management staff.
• Skilled in setting up and maintaining clinic schedules.
• Proficient in managing patient charts, including scanning and uploading documents into Electronic Health Records (EHR).
• Knowledge and experience in medical records release processes and maintaining HIPAA compliance.
• Comprehensive office support experience, including handling phones, referrals, data entry, copying, faxing, filing, mail distribution, supply ordering, and maintaining office equipment.
• Ability to build and maintain effective working relationships with diverse teams.
• Strong conflict resolution skills, with the ability to address issues professionally and constructively, following the correct chain of command.
• Proficient in Microsoft Office Suite: Excel, Word, PowerPoint, Outlook, SharePoint, and EHR systems such as EPIC.
• Highly organized, punctual, and effective in time management to ensure timely completion of assignments.
• Excellent verbal and written communication skills.

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

Clinic Duties:

• Review shift reports from the previous MOA II and identify any outstanding tasks.
• Prioritize and complete unfinished work based on urgency throughout the day.
• Coordinate with the Charge Nurse regarding special assignments and daily priorities.
• Answer telephones promptly and professionally; take messages and direct calls appropriately.
• Order, stock, and maintain necessary equipment, supplies, and forms.
• Maintain office equipment, including printers and fax machines (paper, toner, etc.).
• Manage patient charts by scanning and uploading documents into the (EHR).
• Arrange, cancel, and coordinate transportation for off-site patient appointments.
• Coordinate biohazard waste pickups in accordance with safety and regulatory guidelines.
• Prepare and print medical documentation for jail/prison transfers.
• Place documents and items in patient property promptly and accurately as needed.
• Set up clinic schedules, including X-ray clinics, in-house sick calls, and other clinical lists.
• Retrieve, review, and distribute incoming faxes and emails appropriately.
• Send outgoing faxes as requested (e.g., pharmacy, release of information).
• Maintain and update daily diet lists, coordinate communication with Custody and Food & Nutrition Services.
• Prepare and manage TB test placement/read lists and laboratory blood draw lists.
• Reconcile medication deliveries with corresponding order lists.
• Process inmate request slips and triage forms.
• Serve as backup support for Administrative, Medical Records, and Forensic Mental Health (FMH) MOAs.
• Complete special projects and additional duties as assigned by supervisors, Charge Nurses, and management.

Administrative Office duties:

• Work in tandem with the Administrative Services Manager.
• Provide high-level clerical and administrative support to the Director and Managers.
• Serve as the first point of contact by greeting visitors and vendors and professionally screening and directing phone calls.
• Retrieve, sort, and distribute incoming mail and faxes in a timely manner.
• Submit ISD Service Desk tickets as requested and track completion as needed.
• Coordinate and schedule maintenance and service requests for office and medical equipment.
• Order, receive, and restock office and medical supplies to ensure operational readiness.
• Reconcile invoices with orders and services rendered, and submit accurate documentation to Accounting for payment processing.
• Compile and prepare statistical and operational reports, including the Jail Profile Survey.
• Scan, organize, and maintain administrative and medical files in accordance with recordkeeping standards.
• Provide backup support to Clinical, Medical Records, and (FMH) MOAs to ensure continuity of operations.
• Complete special projects and additional duties as assigned by supervisors and management.

Medical Records Duties:

• Provide guidance to patients and the public on internal and external medical records request processes and required forms.
• Communicate with patients and the public regarding the status of medical records requests.
• Receive and document payments (cash and check) for medical records fees and submit to Finance.
• Process medical records release requests accurately and in a timely manner.
• Handle subpoenas and court orders efficiently, ensuring compliance with legal requirements.
• Maintain and track data related to medical records requests, subpoenas, and court orders.
• Perform quality assurance (QA) reviews within the (EHR) system.
• Prepare, organize, and box medical charts for storage.
• Coordinate the delivery and retrieval of stored charts with Corovan as needed.
• Monitor and ensure compliance with annual record retention requirements for stored charts at Corovan.
• Provide backup support to Medical Clinic, Administrative, and (FMH) staff.
• Complete special projects and additional duties as assigned by supervisors and management.

Forensic Mental Health (FMH) Duties:

• Draft and maintain monthly psychiatrist schedules to ensure adequate clinic coverage.
• Coordinate and set up psychiatrist clinics, ensuring all logistics and documentation are in place.
• Generate, sort, and compile various operational and data reports.
• Process and track patient grievances in a timely and confidential manner.
• Order, receive, and monitor inventory of supplies to maintain adequate stock levels.
• Provide administrative and clerical support to (FMH) staff.
• Scan, organize, and maintain medical and administrative records in compliance with recordkeeping standards.
• Answer telephones professionally, take messages, and route calls appropriately.
• Order, stock, and maintain necessary equipment, supplies, and forms.
• Maintain office equipment, including printers and fax machines (paper, toner, etc.).
• Serve as backup support to Clinic, Administrative, and Medical Records MOAs to ensure continuity of operations.
• Complete special projects and additional duties as assigned by supervisors and management.

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 Care Act.

Extra help employees are not guaranteed permanent status at the end of the assignment.

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.

Additional Information

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. Please describe the administrative and office support duties you have performed in your current or previous positions. Be specific, including any experience working in a correctional facility or similar environment. Include your role, responsibilities, and length of time in the position.

2. Please describe your experience working with electronic health records (EHR) and the steps you take to ensure HIPAA compliance. Include your role, responsibilities, and length of time in the position.

3. Please describe your experience using the following applications: EPIC, Outlook, Excel, Word, and SharePoint. For each, indicate your proficiency level (novice, intermediate, expert), how you have used the application, and the types of documents or reports you have produced.

Please include the words " Medical Office Assistant II-Correctional Health" in the subject line of the email submission.

Please submit the above listed materials via email to:

Leilani Chua, Administrative Services Manager I

lchua@smcgov.org

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 in order 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. We seek to hire, support and retain employees who reflect our diverse community.
We encourage applicants with diverse backgrounds and lived experiences to apply.