Description
Under general supervision, to provide lead supervision to a clerical staff engaged in a variety of work related to the registration and/or reimbursement process for clients to a patient care area or agency program service site throughout Santa Clara Valley Health & Hospital System.
Under general supervision, to perform a variety of complex, technical and specialized assignments related to the registration and/or reimbursement process for clients to a patient care area or agency program service site Santa Clara Valley Health & Hospital System.
NOTE: Candidates who meet the employment standards will be invited to take an online examination. The online exam is tentatively scheduled for the last week of May or first week of June 2025. The online exam will be administered through a secure third party. Qualifying candidates will be notified with examination instructions via the email address attached to their application.
Learn more about Santa Clara Health System at:
scvmc.org, och.sccgov.org, slrh.sccgov.org
Twitter I @scvmctalent
Facebook I facebook.com/SCVMC
LinkedIn | linkedin.com/scvmc
Typical Tasks
(Positions may perform any of the following tasks, depending on the area of assignment. No single position will encompass all the tasks listed, nor is the list below exhaustive.)
- Provides lead supervision of a clerical staff engaged in a variety of work related to the registration process for clients to a patient care area or agency program service site throughout SCVH&HS;
- Performs the routine as well as more technically difficult or complicated duties associated with the duties of a Health Services Representative;
- Assists in training, monitoring and guiding new employees;
- Assists in developing and/or revising internal procedures as they relate to the admission process of a particular department;
- Counsels and assists in selection decisions, performance evaluations and corrective action matters of subordinate personnel;
- Interprets and explains new or revised registration and clerical procedures to staff, clients, and other departments as appropriate;
- Communicates with various internal and external departments to provide/obtain accurate client information to complete the registration process;
- Performs related work as required.
- OR -
- Processes technically difficult or complicated financial screening and insurance authorizations or referrals associated with the duties of a Health Services Representative;
- Processes difficult credit, collection or program application cases including out-of-county code Medi-Cal cases and Medi-Care exhausted accounts;
- Reviews and evaluates referral for completeness, accuracy and urgency and prioritizes and schedules appointments according to that urgency;
- Contacts insurance companies to determine requirements, benefit coverage to obtain authorization for services;
- Utilizes and interprets detailed scheduling guidelines and a moderately complex scheduling system to schedule and re-schedule evaluations/appointments for the appropriate discipline and/or clinic site;
- Monitors eligibility of recipients for government programs and provides documentation for submission of Treatment Authorization Requests (TARs);
- Prepares Treatment Authorization Requests for inpatient emergent/urgent medical admissions including difficult and complex accounts pertaining to the Medi-Cal State reimbursement program;
- Interprets State Medi-Cal program requests for additional medical information and insurance verification when discrepancies arise;
- Conducts Medi-Cal eligibility investigations and consults with professional staff to ensure payment if Medi-Cal eligibility and authorization is questionable upon admission;
- Prepares medical charts, inpatient accounts, out-of-county forms and retroactive Medi-Cal accounts for the State Registered Nurse to review for approval/denial of Treatment Authorization Requests for reimbursement from the State Medi-Cal program;
- Compile statistics on workflow and production and writes concise summaries;
- Maintains detailed data spreadsheets;
- Conducts financial screening for eligibility in various computer systems and/or interviews clients to establish financial eligibility;
- Reads and interprets information for insurance eligibility to ensure that a correct payment source is identified for reimbursement;
- Makes data entries, reads and interprets computer printouts and/or information on computer screens and solves computer related data problems;
- May act as patient representative in matters other than the admitting process when appropriate during hospitalization;
- Acts as a liaison and resource with other hospital departments, insurance companies, programs, etc. relative to the work of the department;
- Performs other related duties as required.
Employment Standards
Demonstrated education, training and admitting experience performing a variety of specialized, complex and technical medical office clerical tasks in a medical setting which has provided an opportunity to acquire the following:
Experience Note: A candidate would normally acquire the knowledge and abilities listed below by attaining two (2) years of work experience requiring initiative and independent judgment as a Health Services Representative, Medical Receptionist or the equivalent.
For positions performing the complex, technical and specialized duties of the registration and/or reimbursement process, one (1) year of experience should have been performing a variety of complex, technical and specialized duties or associated technical support duties in connection with the reimbursement for services, financial screening and/or registration of clients for medical or other services.
Knowledge of:
- Credit interviewing and investigation techniques;
- Policies and procedures related to the program, medical treatment, screening area, or specialized technical support area to which assigned;
- Legal requirements of State, Federal and SCVH&HS Policies and Procedures related to collection activity and the release of confidential patient information;
- Medical terminology;
- Hospital registration, reimbursement, or referral practices and procedures;
- Standard hospital services, organizations and outpatient clinics;
- Modern office administrative practices and procedures including computer skills;
- Principles and practices of customer service and telephone courtesy;
- Various funding programs and eligibility requirements, i.e., Managed Care Medi-Cal, MediCare, California Children Services (CCS), Healthy Kids, Healthy Families, Ability to Pay Program, etc.
Ability to:
- Interview for the purpose of gathering adequate and precise information;
- Make arithmetical computations of moderate difficulty;
- Analyze, interpret, apply, implement and explain rules and regulations pertaining to the registration, reimbursement, or referral process;
- Read and interpret rules, policies, and/or procedures;
- Discuss difficult issues in a sensitive manner;
- Provide clear and concise information both verbally and in writing;
- Use discretion and judgment in the handling of sensitive and confidential information;
- Prioritize work and respond to changing and/or conflicting tasks in a dynamic work environment;
- Type with moderate speed and accuracy;
- Establish and maintain cooperative working relationships with all levels of medical, professional, administrative and support personnel contacted in the course of work.
- AND EITHER -
Knowledge of:
- Supervisory techniques, principles and practices;
- Principles and practices of effective communication;
- Group coordination techniques and principles.
Ability to:
- Assign, guide and review the day-to-day work of a clerical staff performing clerical tasks involving patient registration;
- Provide day-to-day training and evaluate the work performance of subordinates;
- Monitor and maintain work flow to review work for errors, production and performance;
- OR -
Knowledge of:
- Rules and regulations as they relate to insurance claim procedures, reimbursement and authorization requirements, and referral procedures;
- Technical details involved in the complete registration and/or reimbursement process;
- Insurance claim procedures and reimbursement requirements;
- Policies and procedures related to medical patient services, insurance and billing for processing insurance claims and/or billing charges;
- Purpose and use of International Classification of Disease Standards;
- Purpose and use of the Concurrent Procedure Terminology.
Ability to:
- Handle all aspects of the registration process, including the difficult and complex cases;
- Adapt quickly to changing regulations and procedures.
The County offers comprehensive first-class medical, dental, and vision benefits plans for County employees and their dependents, including plans with no deductibles, no co-pays, no co-insurance, and no prescription drug co-pays. Learn more here.
The County also offers generous paid time off with significant vacation, sick time, and 13 paid County holidays annually! Details are included in the Memorandum of Understanding/Agreement with the bargaining unit applicable to the job classification.
In addition to the amazing perks above, the County also offers the additional benefits below.
Retirement Benefits
The County offers robust retirement plans including a 457(b) Deferred Compensation Plan (similar to the private sector’s 401(k) plan) and the CalPERS pension plan. In addition to lifetime retirement income available through the CalPERS pension plan, the 457(b) Deferred Compensation plan provides a great way to save for retirement and supplement the defined benefit pension available to employees. These plans help our employees build a plan for their future and contribute to their family’s long-term financial well-being.
Health Flexible Spending Account
The Health Flexible Spending Account (HFSA) empowers employees to manage healthcare expenses efficiently with tax-free contributions (up to $3,200 for the 2024 calendar year). Secure tax-free solutions for your healthcare expenses and enjoy the flexibility to manage your healthcare finances effectively with the HFSA.
Dependent Care Assistance Program (DCAP)
The Dependent Care Assistance Program (DCAP) enables employees to utilize tax-free funds for dependent care services, facilitating a convenient and cost-effective approach for managing your dependent care expenses. The County also offers the Employee Childcare Assistance Plan, an employer-funded DCAP, for employees with annual income under $120,000.
Life and AD&D
The County offers life and disability benefits including Life Insurance, Accidental Death and Dismemberment (AD&D) Insurance, Long-Term Disability insurance, California State Disability Insurance, and Integration with Leave. These benefits ensure financial security and income support when you and your family need it most.
Employee Assistance Program (EAP)
The County prioritizes employee mental health and well-being and offers a top-tier Employee Assistance Program (EAP) through Concern providing confidential counseling sessions covering stress, anxiety, relationships, grief, as well as financial/legal services, personal coaching, child and elder care referrals, and comprehensive crisis support.
Employee Wellness
The Employee Wellness Program offers free wellness programing, fitness classes and resources; including Elevate My Wellness an all-in-one platform designed to elevate your well-being journey.
Education Reimbursement
A generous Learning and Employee Development program is available, including Education Reimbursement for employees seeking additional training and professional development.
NOTE: Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts.
Click here to access all Memoranda of Understanding and most recent Summary of Changes.
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