Senior Health Services Assistant

Salary : $38,708.80 - $51,875.20 Annually
Location : Oroville/Chico Area, CA
Job Type: Regular Help
Job Number: 2412400125
Department: County Wide Classification
Opening Date: 03/21/2024
Closing Date: 4/4/2024 11:59 PM Pacific
Summary
Butte County Department of Behavioral Health is currently hiring for Senior Health Services Assistant classification. This is a lead position that works closely with the Medical Records Supervisors. Candidates selected for this position would be able to communicate effectively both verbally and in writing, enjoy working with public, be effective at training other staff on processes relevant to their jobs, work quickly and effectively, and be adaptable to the changing clerical needs of the department. This is an exciting opportunity for those looking for dynamic position that allows for collaboration, team-building, and leadership development. This is a critical role at The Butte County Department Behavioral Health that supports multiple programs helping members of the community get the help they need. If this sounds like something you want to be a part of, apply today!
Note: A training and experience evaluation may be utilized to determine an applicant's ranking among qualified candidates. Based upon information provided in this application including responses to supplemental questions, an applicant's education, training and experience (full-time equivalent) may be evaluated. Applicants should provide thoughtful and thorough responses to supplemental questions as they play an important role in this recruitment process. All qualifying work experience that is described or included in responses to supplemental questions MUST also be included and detailed in the "Work Experience" section of this application. "See Resume" is not an acceptable response for any supplemental question.
FLSA: Non-Exempt
DEFINITION
Under supervision, performs lead direction and training to Health Services Assistants; performs a variety of medical office, medical records and/or program support activities for County clinics and behavioral or public health programs, which includes assisting staff and providing guidance related to word processing, data entry and organization, telephone and counter reception, patient scheduling and intake, and maintaining, processing, and filing applications and medical records; may provide guidance related to preparing correspondence and/or reports; provides information and assistance to subordinate staff and the general public; and performs related duties as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from assigned supervisory or management staff. Exercises technical and functional direction over and provides training to lower-level staff. Exercises no direct supervision of staff.
CLASS CHARACTERISTICS
This is the advanced journey-level classification in the Health Services Assistant series responsible for performing the most complex work assigned to the series. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgement. Positions in the classification rely on experience and judgement to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver services. Work is typically reviewed upon completion for soundness, appropriateness and conformity to policy and requirements.
Essential Job Functions
EXAMPLES OF TYPICAL JOB FUNCTIONS
Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Provides lead direction to and reviews work of assigned staff; organizes and assigns work, sets priorities, and follows up to ensure completion of assigned work.
• Provides input into selection decisions, performance evaluations, disciplinary matters, and other personnel decisions.
• Trains and monitors staff in appropriate methods and techniques used for Health Services and program related activities, including performing complex clerical assignments, coordinating schedules and monitoring workflow; overseeing and assisting with managing patient scheduling, records management and initiation of process improvement techniques.
• Responds to and provides direction to staff regarding inquiries and requests for information from patients, families and staff in accordance with legal, regulatory and departmental policies and procedures; researches inaccuracies; adheres to privacy, security and consent mandates in the completion requests.
• Retrieves and researches medical or mental health charts; runs reports to assist with eligibility determination; completes a variety of forms and documents relating to entries in the medical record; generates and processes legal documents such as birth and death certificates; maintains logs and records.
• Provides guidance related to gathering and coding diagnoses, procedures, and operations using health records for statistical indexing using ICD-10 and CPT classification systems; may oversee preparation of statistical reports.
• Ensures patient information is verified; assists staff and collects and assembles patient medical records; obtains discharge records; performs records processing and enters information into proper patient record and information system.
• Provides direction regarding review of records and content, accuracy, completeness and compliance with regulatory, legal and organizational requirements; resolves routine errors and completes records processing in accordance with policies and procedures.
• Accepts subpoenas and requests for information from various entities; prepares information timely in accordance with agency statutory requirements; prepares records for court proceedings and provides testimony as to the authenticity of records; attends court proceedings.
• May oversee audits of lower-level staff and ensure quality control of documents; verifies forms and records; identifies and documents inaccuracies in accordance with established criteria; prepares and provides reproductions of records as appropriate; advises healthcare staff and supervisors as needed.
• Prepares, scans and indexes documents in online archive system; verifies the accuracy of scanned documents and source documents and ensures documents are legible and properly indexed for accurate retrieval.
• Operates a variety of office equipment such as computer terminals, scanners, copiers, and information and image management systems.
• Provides general information, instruction and assistance to employees and the public; answers questions regarding laws, regulatory requirements, and departmental policies and procedures.
• Provides clerical support oversight including scheduling appointments for medical staff and clients; providing phone support, file management, correspondence and assistance with coordinating routine maintenance of fleet vehicles.
• Performs related duties as assigned.

Minimum Qualifications
Knowledge of:

• Principles of providing functional direction and training.
• Clerical practices and procedures
• County and assigned department programs, goals, and policies and procedures.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Basic record keeping principles and practices.
• Medical terminology related to health records, release of medical records and information, and medical office support work.
• Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department of program.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability To:

• Plan, organize, coordinate the work of assigned staff.
• Effectively provide staff leadership and work direction.
• Extract medical information from patients' charts.
• Understand, interpret and apply applicable departmental or program policies and procedures.
• Organize and maintain accurate files and records.
• Type accurately at speeds necessary for successful job performance.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Deal tactfully and effectively with persons contacted in the course of work, including those of diverse socioeconomic and cultural backgrounds.
• Maintain client/patient confidentiality.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to completion of the twelfth (12th); and
Two (2) years of clerical experience in records management, or in a medical office, behavioral or public health program, or community-based organization.
Certifications and Licenses:

• Must possess a valid US driver's license upon date of application. Must obtain California driver's license following hire date per California DMV regulations.

Environmental Factors and Conditions/Physical Requirements
PHYSICAL DEMANDS

• Mobility to work in a standard office or clinic setting and use standard office equipment, including a computer; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information; ability to lift, carry, push and pull materials and objects up to 10 pounds.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person and over the telephone.

WORKING CONDITIONS

• Office or clinic environment with moderate noise levels, controlled temperature conditions and potential exposure to infectious diseases.
• Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

EQUIPMENT AND TOOLS UTILIZED

• Equipment utilized includes personal computer, fax machine, standard office equipment, and specialized medical and laboratory equipment.

Disaster Service Worker
All Butte County 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.
Teamsters-General Unit
THESE BENEFITS DO NOT APPLY TO EXTRA HELP EMPLOYEES
Public Safety Dispatcher Pay:
POST Dispatcher Certificate: 2.5% Communication Training Officer, 3.5% Intermediate, 4.5% Advanced.
Salary Step Increases:
The beginning salary and the top of the salary range are usually shown on the job announcement. Upon satisfactory service, salary increases of approximately 5% may be given annually until the top of the salary range has been attained.
Boot Allowance:
$200.04 for each year, paid in monthly installments. For eligible classifications only.
Holidays:
12 paid holidays per year.
Vacation:
0-4.99 years: 15 days/yr.; 5-9.99 years: 20 days/yr.; 10-19.99 years: 25 days/yr.; 20+ years: 27 days/yr. Note - accrued vacation leave may not be used until after six months of employment.
Sick Leave:
96 hours of sick leave are earned each year with no maximum accrual.
Bereavement Leave:
Maximum of 40 hours for each occurrence in the immediate family.
Health Plan including Dental Insurance and Vision Insurance:
Coverage under the Butte County Health Plan is for employees and their eligible dependents. Depending upon the plan selected by the employee, the County contributes a substantial amount of the total cost of the complete health package, which consists of medical, vision, and dental insurance. Currently, the amount the County contributes for family coverage is $1342.00/month. For those employees who have health coverage from other sources, and who elect to not participate in the Butte County Health Plan, the County offers a monthly taxable Cash-Back allowance. The current of the taxable Cash-Back allowance is $503.34 per month (prorated for less than fulltime employees). This benefit is $300 per month for Employees hired on or after January 1, 2014.
Life Insurance:
The County provides $25,000 in life insurance with additional coverage available at a minimal cost.
Retirement:
Th...