Health Information Management Program Administrator

Description

Under direction from the Manager of Health Information Management, the Health Information Management Senior Program Administrator will assist in the day-to-day operations for the Health Information Management (HIM) department related to coding and CDI (clinical documentation improvement). 

The ideal candidate will have a Bachelor’s Degree in Health Information Management, strong Inpatient and Outpatient coding experience combined with extensive supervisory experience overseeing other coding specialists.

PAYROLL TITLE: Senior Program Administrator

EDUCATIONAL/BILINGUAL INCENTIVE: Incumbents may be eligible for educational incentive of 2.5%, 3.5%, or 5% 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 – Administration

Senior Program Administrator is a Management classification and is 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 vacancies for this position only. There is currently one (1) Regular vacancy. 

TENTATIVE SCHEDULE 

OPENING DATE: 2/10/25 

CLOSING DATE: 2/24/25 at 5:00 p.m.

Examples Of Duties

Duties may include, but are not limited to the following:

• Performs monthly internal coding audits to evaluate accuracy and quality of coding on inpatient and outpatient accounts, recognize education needs of the coders; provide ongoing education and monitor the progress of coders that are not meeting quality standards; prepare audit reports, audit summary analysis of accuracy rate, compliance rate with quality standards and HCAI requirements;
• Reviews insurance denials and submit appeals as necessary, provide education to coders based on denials;
• Assists in organizing, coordinating, and directing of coding activities of the Health Information Management Department at VCMC;
• Reviews and evaluates policies and procedures for the Medical Records Department in relation to the overall hospital goals; in coordination with the Medical Records Director and subordinate supervisors;
• Assists in managing a large team of Coders (Inpatient & Outpatient), coding productivity and collaborate with Clinical Documentation Specialist team;
• Provides coding guidance to staff on the most difficult coding cases;
• Ensures VCMC coding practices are in compliance with ICD-10 CM/PCS and CPT coding guidelines, Federal and State regulations and Payer-specific guidelines as required;
• Oversees the Discharged Not Final Coded (DFNC) and knowledgeable of the CDI program;
• Administers all Office of Statewide Health Planning and Development (OSHPD) cases;
• Provides education to the physicians on documentation requirements to establish medical necessity based on coding guidelines for assignment of accurate DRG and SOI, ROM as needed;
• Confers with other managers on policy matters and work problems; interprets policies and procedures and explains their application within the context of the assigned program field;
• Collaborates with external coding auditors, different departments within the organization including billing, quality and other departments as necessary;
• Prepares required reports; compiles and analyzes narrative financial information and statistical data to improve operations, identifies program needs and/or change service delivery methods; and
• 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

• Five (5) years of experience performing health information management responsibilities including Revenue Cycle in a medical records department of a hospital or health care facility.
• Two (2) years of supervisory experience in a medical records unit.

NECESSARY SPECIAL REQUIREMENTS

• Intermediate skill with Excel
• Must have a current Certified Coding Specialist (CCS) certification
• Possession and maintenance of valid California driver license

DESIRED

• Bachelor’s Degree in Health Information Management or related field

Knowledge, Skills, and Abilities: 

Working knowledge of: 

• the principles and techniques of program management
• organization and staffing
• administrative application of data processing
• electronic health records (EHR) systems
• CDI program
• public relations
• personnel administration as applicable to allocated level and program
• principal techniques and methods applicable to assigned program
• Health information Management responsibilities applied to Revenue Cycle

Ability to: 

• analyze administrative problems
• prepare a variety of reports and recommendations
• effectively utilize electronic health record systems
• utilize Microsoft Excel proficiently
• speak effectively in public
• plan, organize, and supervise the work of others

Recruitment Process

FINAL FILING DATE: Your application must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Monday, February 24, 2025. 

To apply on-line, please refer to our web site at 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. LATERAL TRANSFER OPTION: 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 (Download PDF reader) 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.

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. 

ORAL EXAMINATION – 100%: A job-related oral examination may be conducted to evaluate and compare participating examinees’ knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

NOTE: The selection process may 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. 

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 Nathan Wood by e-mail at nathan.wood@ventura.org or by telephone at (805) 677-5232.

EQUAL EMPLOYMENT OPPORTUNITY: The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

MANAGEMENT

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ’s (Download PDF reader)
• Memorandum of Agreement

Union Codes: MB3, MB4, MS, MT, MCC, MU

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