Under general direction, plan, organize, direct, and manage the clinical and administrative operations of one or more county clinic and do other work as required. The Outpatient Clinic Administrator is responsible for coordinating and maintaining management functions in accordance with revenue and expenditure limitations, clinical requirements, and legal guidelines. This position will oversee patient care services including primary care, specialty, behavioral health, dental, and optometry services.

The manager reports to the department director and is responsible for managing the direct provision of clinical care services within assigned clinic locations.

Levels in this series are generally based on, but are not limited to, the organizational complexity and size of the clinic(s) overseen, nature and number of patients seen, operating budget, and scope of supervision including the classification level or types of positions managed.

APPROXIMATE SALARIES
Outpatient Clinic Administrator I: $3,057.57 - $4,280.60 Biweekly
Outpatient Clinic Administrator II: $3,494.36 - $4,892.11 Biweekly
Outpatient Clinic Administrator III: $3,931.16 - $5,503.63 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 also be eligible for bilingual incentive depending upon operational need and certification of skill.

DEPARTMENT/AGENCY: Health Care Agency - Ambulatory Care

Outpatient Clinic Administrator I/II/III are Management classifications and are not eligible for overtime compensation. Incumbents in these classifications are eligible for benefits at the MB4 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 vacancies for this position only. There is currently one (1) Regular vacancy.

TENTATIVE SCHEDULE
OPENING DATE: December 1, 2022
CLOSING DATE: January 12, 2023 (Previously: Continuous)

Duties may include but are not limited to the following:

• 
  Manages day to day operations of assigned clinics, including staffing, patient registration and scheduling, patient care, etc.;
• Orients and trains staff on functions related to the clinic. Training incudes but is not limited to the practice management system, Electronic Health Record, customer service expectations, payor source, programs, and quality initiatives;
• Responsible for implementation and evaluation of site performance improvement initiatives, including but not limited to access to care, clinical measures, and patient experience;
• Actively monitors schedule management procedures and addresses barriers to ensure productivity and timely access to care standards are met;
• Implements and maintains new and revised policies to respond to primary care program needs; pursues program goals and objectives; and ensures provisions of mandated services are in compliance with federal and state statutes, rules, and regulations;
• Participates in a monitoring program and procedural requirements for the clinic system; supports compliance, including federal, state, and local rules, regulations, statutes, and applicable laws.
• Ensures timely, accurate submission of all encounter data;
• Oversees the monitoring of revenues and expenditures for assigned clinic location(s); completes and submits required fiscal reports within communicated timeframes to Ambulatory Care Fiscal Department;
• Hires and directs staff to provide quality service to residents of the community; prepares performance evaluations; recommends and administers progressive discipline; conducts and/or facilitates staff training; promotes cooperative team efforts among staff;
• Ensures coordination of staff work schedules to provide adequate coverage of support staff functions when staff call in sick, take vacation, etc.;
• Conducts regular staff meetings;
• Oversees inventory and ordering of supplies and equipment for both front and back office. Monitors maintenance of equipment;
• Ensures the integrity and standardization of medical records, including but not limited to patient demographics, insurance, consents, charges, and timely documentation;
• Demonstrates adherence to and observes all safety policies and procedures;
• Maintains and adheres to confidentiality and privileged communication, including patient, employee, and agency;
• Works closely with community partners and other County agencies;
• Works closely with management team, including medical director, to ensure consistency in communication and standardization of practice;
• Operates clinic in an overall fiscally efficient manner to meet budget;
• Appropriately delegates, assigns, and provides guidance as needed; and
• Performs other related duties as required.

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

Outpatient Clinic Administrator I:
Any combination of education and/or experience which has led to the acquisition of the required knowledge, skills and abilities. The required KSA’s can typically be obtained by a Bachelor’s degree in Business, Public Administration or Health Administration or equivalent and three (3) years of progressive health care related experience, including, but not limited to state and federal regulations, Joint Commission, process improvement, and clinical/patient care delivery models. PLUS, two (2) years of experience administrating an outpatient medical clinic with up to 50 personnel required.

Outpatient Clinic Administrator II:
Any combination of education and/or experience which has led to the acquisition of the required knowledge, skills and abilities. The required KSA’s can typically be obtained by a Bachelor’s degree in Business, Public Administration or Health Administration or equivalent and three (3) years of progressive health care related experience, including, but not limited to state and federal regulations, Joint Commission, process improvement, and clinical/patient care delivery models. PLUS, three (3) years of experience administrating an outpatient medical clinic or multiple clinic sites with more than 50 total personnel and multiple service lines or specialties required.

Outpatient Clinic Administrator III:
Any combination of education and/or experience which has led to the acquisition of the required knowledge, skills and abilities. The required KSA’s can typically be obtained by a Bachelor’s degree in Business, Public Administration or Health Administration or equivalent and three (3) years of progressive health care related experience, including, but not limited to state and federal regulations, Joint Commission, process improvement, and clinical/patient care delivery models. PLUS, five (5) years of experience administrating an outpatient medical clinic or multiple clinics sites with more than 50 total personnel and multiple service lines or specialties required.

DESIRED
Master's Degree in Business, Public Administration or Health Administration or equivalent

Knowledge, Skills, and Abilities:

Working knowledge of: principles and practices of ambulatory clinics, third party payers including Medicare and Medical, federal and state regulations relating to healthcare delivery; expense management; personnel management; clinic operations; project management; and the business practices necessary for successful operation of primary care clinics.

Ability to: use Microsoft Excel, Microsoft Word, and Microsoft Power Point; communicate effectively orally and in writing; organize, direct, train, evaluate, and discipline staff; track measurable outcomes using applicable data; plan and organize personnel, equipment, and budgeted resources to achieve clinic targets and goals; analyze problems and identify alternative solutions; and establish and maintain effective working relationships.

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Thursday, January 12, 2023 (Previously: 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 the County of Ventura Human Resources 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 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.

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.

TRAINING & EXPERIENCE EVALUATION – 100%
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: 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 providing all information requested. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

If there are three (3) or fewer qualified applicants, a T&E 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 Jeff Weaver via email at jeff.weaver@ventura.org or by telephone at (805) 388-4234.