Medical Office Assistant II-Correctional Health (Open and Promotional)

Medical Office Assistant II-Correctional Health

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 is currently one regular vacancy in the Correctional Health Services Division located in Redwood City, CA. The Position 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.

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 them 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 record 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 checks 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 Corovan's 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.

Note : The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.