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Staff Services Manager II/III - Access to Care Manager

Company: County of Ventura
Location: Ventura
Posted on: May 3, 2021

Job Description:

Description

Under general direction, provides supervision and/or management of agency/department operations/services including grants management and Community Health Center Board administration to the department or Health Care Agency management.

The Access to Care Manager monitors and trains on schedule management activities, standardization of scheduling templates, access reports, and implementation and management of centralized functions related to access for primary care and specialty services.

The ideal candidate will have a Bachelor's or Master's degree in Business or Health Care, have more than four (4) years of applicable experience in an ambulatory care clinic operations and is a detail oriented professional with superior organizational, time management, interpersonal and communication skills (both written and verbal), computer literate with strong proficiencies in Word, Excel, PowerPoint, and Adobe Pro.

Distinguishing Characteristics:

This classification series differs from the Administrative Assistant and Administrative Officer series by its focus on staff or line operations and service delivery, in contrast to the Administrative series which typically performs budgetary, fiscal, or personnel matters.

APPROXIMATE SALARIES

Staff Services Manager II: $3,152.86 - $4,414.44 Biweekly

Staff Services Manager III: $3,382.13 - $4,735.45 Biweekly

EDUCATIONAL/BILINGUAL INCENTIVE: Some positions may be eligible for educational incentive. This incentive may be 2.5%, 3.5%, or 5% for incumbents in eligible positions based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification. Incumbents may be eligible for bilingual incentive depending on department need and certification of skill.

DEPARTMENT/AGENCY: Health Care Agency - Ambulatory Care

Staff Services Manager II/III are a Management/Confidential classification and are not eligible for overtime compensation. Incumbents in this classification are eligible for benefits at the MB3 level.

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 vacanciesfor this position only. There is currently one (1) Regular vacancy.

NOTE: If appointed at the lower level, incumbent may be promoted to the higher level without further exam upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department. Examples Of Duties

Duties may include but are not limited to the following:

  • Oversees all centralized systems related to access for primary care and specialty services, including the call and referral centers.
  • Develops and provides training and on-going oversight of schedule management activities throughout the ambulatory care system
  • Manages standardization of scheduling templates and call workflows throughout the system, including phone trees.
  • Leads initiatives to improve access to primary and specialty care services.
  • Monitors and supervises the work of subordinates and/or coordinates the work of others assigned to perform general or specialized tasks;
  • Manages plans, organizes, and directs activities related to timely access to patient care services throughout the ambulatory care clinics.
  • Participates in a systemic, interdisciplinary, and ongoing evaluation of operations, process improvement, desired client-centered outcomes, and organizational outcomes.
  • Designs effective work processes and monitors performance outcomes;
  • Collaborates with ambulatory care leadership team to address strategic initiatives and organizational goals; collaborates with other units/divisions within the Health Care Agency and with outside agencies to address service needs.
  • Ensures targeted goals for service level performance, abandoned rates, call waiting time, call handle time, forecast accuracy, and workforce productivity for the call center and appointment schedules within the ambulatory care system.
  • Provides input and oversight for design, development and maintenance of operational and performance reporting to ensure relevant schedule management, timely access, and specialty referral data are being reported and shared with clinic management and ambulatory care leadership.
  • Works with call center, ambulatory care administration, and clinic leaders to establish action plans for remedy to ensure the patient experience supports goal of easy and seamless interactions.
  • Ensures the call center and clinic phone systems have a business continuity/disaster recovery plan and standardized after hours call flows in place.
  • Monitors and addresses barriers to accessing care for special populations.
  • Confers with managers on policy matters and work problems;
  • Represents the County and the agency/department with other governmental agencies or departments and the public;
  • Performs other related duties as required.

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

Considerable administrative support, supervision or management, or specific operations or technical experience which has led to the acquisition of the required knowledge, skills and abilities.

The required experience can typically be demonstrated by a Bachelor's degree and three (3) or more years of experience in health care administration, supervision or management, or specific operations or technical experience with practice management systems, preferably Cerner. Relevant experience may be substituted for the education requirement on a year-for-year basis.

NECESSARY SPECIAL REQUIREMENTS

  • Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire
  • Exercise sound judgment and decision making

DESIRED:

  • Bachelor's or Master's degree in Business or Health Care
  • Bilingual (English/Spanish)

Knowledge, Skills, and Abilities:

Depending on the assignment and level in the series, one or more of the following:

Considerable to thorough knowledge of: the principles of supervision and management; the principles and techniques of budgetary preparation and analysis, fiscal management, organization and staffing; Medical practice management systems, preferably Cerner; and Clinic operations,

Working ability to: analyze administrative and organizational problems; prepare a variety of reports and recommendations; communicate effectively in an oral and written manner; plan, organize, and supervise the work of others; develop and present training programs for agency/department staff and 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.

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 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 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.

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.

TRAINING & EXPERIENCE EVALUATION:A 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. Responses such as "See Resume" or "Refer to Resume" are not acceptable and may disqualify an applicant from further evaluation.

ORAL EXAM - 100%: A job-related oral exam will be conducted to evaluate and compare participating applicants' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Applicants 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 oral exam will 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.

Applicants successfully completing the exam 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 Sabrina Anderson via email at Sabrina.Anderson@ventura.orgor via telephone at (805) 654-2642.

Keywords: County of Ventura, Ventura , Staff Services Manager II/III - Access to Care Manager, Other , Ventura, California

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