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Home My WebLink AboutMINUTES - 06101997 - C35 14 _4 T :: �,;-'�,,POSITION"ADJUSTMEkT-'REQUEt' NOS A M', � DAT N ERS .4� �,,vepart P 3nt-,No,,`- W d me Department HEALTH GM/116spi"'%, Budget05 Or No '6539 No., �UnitNo.-� '. enc 54' y of 'Action'Re-46FB ested tabliEh cl-3ss Aqj11at=Care Pepi�m Mm=at j ,§fl=lo&, fy -ial and inamilbExt #%-01833 nm= am cne MM npriemi rj c3rwl ,P Ef ositi= canw1,C1e&-SreaiaUstJjew1 bggftim -OL390* Proposed tective Date: -,.� _L_J/54 rn Clissif ication-'Questionnaire attached:':Yes' XX No 0 Cost is within Department's budget:* YesXX No 0 Cn Total One-Time Costs (non-salary) associated with request: $ 0 Estimated total cost adjustment (salary/benefits/one time: Total annual cost $10,452.00 Net County Cost $ 0 Total this FY $' 3,484.00 N.C.C. this FY $ 0 C_,1 SOURCE OF FUNDING TO OFFSET ADJUSTMENT FQHC revenues Department must Initiate necessary adjustment and submit to CAO. Use addfflonal sheet for further explanations or comments. or DepaUmPnt ad ----------- REVIEWED BY CAD AND RELEASED TO HUMAN RESOURCES t Deputy CodaV'Administrator Date HUMAN RESOURCES DEPARTMENT RECOMMENDATION DATE 6--,2 moi - 9- Establish the class of Ambulatory Care Registration Manager, Salary Level C5 1966 ($3243-3942) and reclassify Clerical Supervisor pervisor position 454-1833,* Salary Level XC 1818' ($2675-3416) - to the new class; add two 40/40 Clerical Supervisor positions; cancel Clerk—Specialist Level position 41390, Salary Level XB 1724 ($2425-3097). Amend Resolution 71/17 estaWlehing positions and resolutions allocating classes the BasiQlExemptsalary sch described Effective: 0 Da following Board Action.. M7 (Date)' jctof Of Hu man— Resd)Jf cep ----------- ---- ----- COUNTY ADMINISTRATOR RECOMMENDATION DATE: JTApprove Recommendation of Director of Human Resources 0Disapprove Recommendation of Director of Human Resources 0 Other:. C ---------- BOARD OF SUPERVISORS ACTION: Phil Batch 1 Cler�) the Board oNnSuA�iiisors . Adjustment APPROVED and V Administrator",".'__" BY: DATE: 9'DISAPPROVED 0 f�y APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PER ONNEL/SALARY RESOLUTION AMENDMENT ---------- ------- POSITION ADJUSTMENTACTIONTO BE COMPLETED BY .HUMAN RESOURCES DEPARTMENT FOLLOWING BOARD ACTION Adjust class(es)/p'osition(s) as follows: P300 W7) Rev 5/1195 G3S BOARD OF SUPERVISORS AGENDA JUNE 10, 1997 HEALTH SERVICES - P-300 #17193 ESTABLISH CLASS OF AMBULATORY CARE REGISTRATION MANAGER AT SALARY LEVEL C-5 1966 ($3243-3942) AND RECLASSIFY CLERICAL SUPERVISOR POSITION (#54-018313) TO THE NEW CLASS. ADD TWO 40/40 CLERICAL SUPERVISOR POSITIONS; CANCEL CLERK SPECIALIST LEVEL POSITION #54-013910 • This action will appropriately classify the duties being performed by Lee Ann Lumbert, Clerical Supervisor, Ambulatory Care Division. • Duties and responsibilities include supervising, coordinating and directing all ambulatory care registration activities of eleven (11) health care centers in east, west and central county. • Staff met with and confirmed the duties being performed with Ms. Lumbert, incumbent of class under study and Stephanie Bailey. Ambulatory Care Administrator. Staff has determined that the duties being performed are appropriate for the class of Ambulatory Care Registration Manager, given the expansion in duties and responsibilities and increased staffing levels. • Classification at this level is also appropriate given the scope of responsibility and the variety of assignments managed away from close or direct supervision. • The salary of this class is 15% above Clerical Supervisor. • The two new Clerical Supervisor's positions will be assigned to Merrithew Hospital and the Pittsburg Health Center in the Ambulatory Care Division and will allow for better span of control in the day to day operations of the divisions. • The addition of the Clerical Supervisors will provide assistance to the Ambulatory Care Registration Manager. • The cost of funding these actions will come from Federal Qualified Health Care Revenues, and from the cancellation of a Clerk Specialist position. In addition, the department plans to cancel another Lead Specialist position as soon as the employee in that position, who is currently own temporary disability, vacates the position. • This personnel action was reviewed with Jim Hicks, Local #512 who agrees with this action. Submitted by Teres Boney, Personnel Analyst Date Approved by La Fugazi, Pe nneI Services Supervisor Da e C.55 s .L Health Services Department Personnel Services 'r f` % •,• N i.. `i,� , 'I t'� F OFFICE OF THE DIRECTOR _ '• Administrative offices 97 MAYe [ 9 AM 111• 3p 597 Center Avenue,Suite 260 � Martinez,California 94553-2658 4� (510)313-6600 cous C4 TO: Larry Fugazi Supervising Per el Analyst FROM: Shelley Pig Personnel Services Assistant DATE: May 16, 1997 SUBJECT: P-300 # 17193 Amendment This is a request to amend P-300 # 17193 to include the addition of two (2) 40/40 Clerical Supervisor positions. As you know, when we met with AFSCME to discuss this action the Union felt that we needed more that just the one Clerical Supervisor position to oversee the daily outpatient registration activities. We have taken the funding from another Lead Clerk position, #54-2575 and will use that to offset the second Supervisor position. At the present time, however, position#54-2575 is filled by an employee on direct temporary disability pay integrated with accruals. As soon as this employee is placed on a leave of absence, we will cancel the Lead Clerk position. Please call me if you have any questions. Hopefully you can now place this item on the next available Board agenda. A410 (12/90) Health Services Department `` Personnel Services • - �:__.� ,,. OFFICE OF THE DIRECTOR - Administrative Offices p; 597 Center Avenue,Suite 260 Martinez,California 94553-2658 4 (510)313-6600 9-couN� _ CONTRA.COSTA,COUNTY RECEIVEDTO: Sara Hoffman Senior Deputy Co ty Administrator F E R 0 4. 1997 FROM: Shelley Pighin Personnel Services Assistant C IJn. DATE:. January 31, 1997 IF t' 5 1997 SUBJECT: Ambulatory Care Registration ----------------------------------------------------------------- ----------------------------------------------------------------- This P-300 is a request to establish the class of Ambulatory Care Registration Manager at level C5-1966 ($3243-3942) on the salary schedule; reclassify without examination, person (L. Lumbert) and position #54-1833 into this new classification; add one 40/40 Clerical Supervisor position and cancel Clerk-D level position #54-1390 . The following details are provided. In January 1995 a reorganization took place that separated "out patient" registration from the Finance Division and relocated responsibility for this Unit with the Ambulatory Care Division. The transfer of this function to Ambulatory Care was most appropriate given the direct relationship to services provided. It did, however, add responsibility for additional personnel at a variety of locations throughout the County. To oversee the day to day supervision to this Unit, and to begin the process of improving its efficiency and effectiveness, a Clerical Supervisor position was filled. Currently, including the most recent expansions to Ambulatory Care, the Registration Unit is comprised of 54 clerical employees at 11 different Health Center locations . While four of those locations have a Lead Clerk as part of the Registration staff, the day to day responsibilities of supervising an activity of this size and geographic arrangement, have become an impossible task for one individual . In addition to directing the daily Registration operations, the Clerical Supervisor has been designated responsibility for the management of all Ambulatory Care Registration activities . This includes the development, review and revision of all policies and procedures related to Ambulatory Care registration; interfacing with the Clinic Coordinators and Clinical Services Managers at each Health Center to insure that the registration functions are meeting clinic needs; coordinating with Financial Counseling, A410 (12/90) Utilization Review, and Patient Accounting to insure that the registration function is meeting the billing and reimbursement requirements. This, of course, is in addition to hiring staff, completing performance evaluations, handling disciplinary actions, developing staff training. Since it is anticipated that Ambulatory Care services will only continue to expand with the onset of Managed Care and the growth of the Patients Choice Program, the management structure of the Registration Unit needs to be enhanced. We are asking, therefore that the current Clerical Supervisor position be reclassified to a new class of Ambulatory Care Registration Manager (complete classification questionnaire attached) and another Clerical Supervisor position be added to assume the day to day operations role (complete classification questionnaire attached also) . This structure will allow for the necessary dedication of time to the planning and development of the Registration function, while assuring that daily activities are appropriately monitored. The cost of this action, $10, 452 a year, will be covered by FQHC revenues. If you any additional information to process this action, please call me at 313-6620. Cc: Pat Godley Stephanie Bailey r. Larry Fugazi Teresa Boney Draft February 1997 C5-1966 ($3243-3942) AMBULATORY CARE REGISTRATION MANAGER DEFINITION: Under general supervision, to plan, coordinate and direct all ambulatory care registration activities; to manage the outpatient registration system; to supervise subordinate staff at all Health Center locations engaged in registration activities; and to do related work as required. DISTINGUISHING CHARACTERISTICS: This single-position class is located in the Hospital and Health Centers Division of the Health Services Department and is distinguished by its responsibility for managing the outpatient registration system at all Health Center locations throughout the County. This class is supervised by the Ambulatory Care Administrator. TYPICAL TASKS: • Plans, directs and supervises work activities of Ambulatory Care Registration staff; • Interviews, selects and evaluates clerical staff; • Identifies training needs and develops or provides for necessary training; • Prepares staff work schedules; • Manages the patient registration system to insure that proper patient information is obtained; • Develops, reviews and revises policies and procedures relative to Ambulatory Care Registration; • Interprets and advises staff of Department and unit policies and procedures; • Provides oversight of cash collection procedures; • Coordinates with other clinic/hospital personnel to ensure that registration functions optimally; • Plans and conducts staff meetings; • Prepares correspondence and reports; • Attends meetings involving registration issues. C.� MINIMUM (QUALIFICATIONS: Experience: Two years of full-time experience or its equivalent clerical supervisory experience in a hospital or health care setting. d cati n: Either completion of a college level introduction to supervision course or completion of Contra Costa County's Elements of Supervision course. KNOWLEDGE. SKILLS AND ABILITIES: Knowledge of the principles and practices of modem health care administration; knowledge of functions of various personnel typically found in a health care organization; knowledge of modern practices of management and supervision; knowledge of work scheduling and work simplification techniques and procedures; ability to gather and analyze data; ability to supervise the work of others; ability to write clear and concise reports and correspondence; ability to establish and maintain effective working relationships with professional, medical and clerical staff and the general public. y�lrysFA`i I6 I`996 CLASSIFICATION QUESTIONNAIRE c'16' s Lee Ann Lumbert Health Svcs Dept/Hosp. & Health Centers, Ambulatory Care NAME DEPARTMENT/DIVISION/WORK UNIT Clerical Supervisor, Amb. Care Re istration 2500 Alhambra Mtz JOB CLASSIFICATION WORK LOCATION & ADDRESS % TIME DESCRIPTION OF WORK 50% Manage Ambulatory Care Registration units in eleven (11) Health Center locations spread throughout the County*. Primary management responsibility includes development and oversight of a universal registration system within ambulatory care so that patient, Health Center and system needs are maximized. Hours of operation at Health Centers vary; however, responsibility extends to evening and/or Saturdays at most Health Centers. Ensuring a universal registration system involves developing and implementing, in concert with the Ambulatory Care Administrator, standardized policies and procedures, including those for (a) capturing biographical and financial information on patients which are necessary to meet data collection and billing requirements of the billing computer system; and (b) Miscellaneous registration work flow systems; (c) Ensuring continuous quality improvement; (d) Developing training and competency assessment programs. *Note:Health Center locations include the Martinez Specialty Centers North and South, Martinez Family Practice Center, Concord Health Center, Central Co. Older Adults, Bay Point Community Wellness Center, Pittsburg Health Center, Antioch Health Center/OlderAdults,Brentwood Health Center,Richmond Health Center, West Co. Older Adults, and dental registration staff assigned to the dental clinics in Martinet Pittsburg; and Richmond facilities. 20% Supervision of Clerical Supervisor, Ambulatory Care Registration (position in the process of being created by converting a vacant lead clerk position), including oversight of supervision of 53 registration clerks as follows: 4 - Clerk Lead Specialists (PFT); 27 Senior Level Clerks (PFT); 12 Senior Level Clerks (PPT); 1 Senior Level Clerk (P.I.); 9 Experienced level clerks (to provide sick leave and vacation coverage needs). Oversight of supervision also includes participation in interview and selection process, employee counseling, employee discipline, annual performance Classification Questionnaire Lee Ann Lumbert Page 2 reviews, attendance monitoring, annual competency assessments, training oversight and determination of appropriate staffing levels. 20% Interface/coordinate with other Merrithew Departments and other Health Services Department Divisions, including: (a) Clinic Coordinator and Clinical Services Manager at each site to ensure that registration is functioning optimally to meet patient care needs; (b) Financial Counseling, Utilization Review, and Patient Accounting manager to ensure that registration is functioning optimally to meet billing and reimbursement requirements; (c) Data Center personnel to ensure that data collection activities are consistent with departmental requirements; (d) Attendance at interdisciplinary meetings to include systems advisory and administrative. 10% Plan and Conduct Staff Meetings to include Clerical Supervisor and Lead clerks and other unit meetings as needed. Preparation, verification and distribution of reports and correspondence. Resolution of patient complaints. Listi Machines or Equipment Operated as Part Of Job: Standard Office equipment, PC Designate the name and title of the person who supervises position: Stephanie Bailey, Ambulatory Care Administrator List the names of employees supervised. If a whole unit is supervised simply name the unit and state the number of employees. See Attached Ambulatory Care Registration Staff List If public contacts are reggired either in person or by phone, state with whom, and in general, for what purposes: Health Services De artment Staff to include: Hos ital and Ambulator Care Clinic Staff ND's Nuusin Admissions Patient u Sperson, ministratrve, c erica etc u �c ea t ursrng, H herapv ept; enta ea th ept; ata enter; atient Accounting; patients family members, genera pub rc. What decisions must be made in performing the work: Staffin levels patient complaint resolution: lie develo nt employee discipline: system recommendations• mise, day-to-day pro em so v ng. What parts of the job require the greatest skill, knowledge. and involve the greatest responsibility: Must Aare ood workingknowled a of the Ambulate Care S stem billin financial codin s tem a or sources su rvisor skills a r rt oprepare reconcr a re its an corres on ence nave e o re u atom reurrements enema mama emhent s i s Interpersonal Skills. The above statements tel is job as it has been for the past ,��_. Si natur Date COMMENTS OF IMMEDIATE SUPERVISOR In what way are the above statements incomplete. inaccurate or misleading? The above statements are complete and accurate What is the basic purpose or function of this position? Thebasic function of this position is to manage the overall operation of the registration system in our 11 Health Centers (with 54 registration clerks) and to ensure that the registration procedures in all areas are consistent and accurate to meet the needs of two critical areas: (1) Health Center staff who provide medical services to patients; and (2) billing and other financial services. What changes have occurred in the work of this position? Following a reorganization within Health Services. Lee Ann assumed her new role in January, 1995. At that time, the registration units were transferred to ambulatory care administration from the finance division. A primary goal with this transition was to significantly improve the efficiency and effectiveness of the registration units and to improve the morale of the staff. To achieve this, Lee Ann is required to travel to the various Health Centers on a weekly basis and is very personally involved with operations in all aspects. In addition, she is required to be available by pager for weekend and evening clinics for problems which may arise. In addition, as our ambulatory care system has expanded, so has Lee Ann's responsibilities. In January, 1996, Lee Ann was given additional responsibilities for 3.0 FTE registration staff in three Older Adults Clinics located in Antioch, Concord and E1 Cerrito. In July. 1996, we expanded family practice in Antioch and in October. 1996, we plan to staff a Wellness Center in Bay Point. This represents a geographic span of responsibility well beyond that of a supervising clerk, especially considering that she is responsible for 54 employees. Simultaneously with this request, we are proceeding to upgrade a currently vacant lead clerk position to a Clerical Supervisor to assist Lee Ann with supervision responsibilities of 53 clerks. What parts of this job do you check or review closely and why? I meet with Lee Ann on a weekly basis. Primarily, I review written policies and procedures to ensure consistency with ambulatory care operations. Also. I review written disciplinary actions for consultative purposes. I also monitor use of overtime due to budget constraints. For all other activities. Lee Ann functions very independently and uses good, sound judjment with day-to-day management of registration activities. If the position requires typing or shorthand. are they incidental or essential? Typing: Essential Timm: Required: Varies Shorthand: N/A Time Required: State what you believe to be the special certificates and minimum amm nts of training and experience required to perform this job: Required education: High school equivalency. Required experience: (1) Significant supervisory experience with at least 30 or more employees at different locations; (2) Direct customer service experience; (3) Experience developing and implementing universal policies and procedures; (4) Experience working in a Health Care facility to ensure an understanding of medical services operations; (4) Experience with billing procedures for medical services; (5) Experience interfacing, on a management level, with a variety of managers and supervisory to facilitate and coordinate services; (6) Experience interfacing with union officials; (7) Experience with disciplinary processes. Required license or certificate: None (� (�(Signature) �� L�� = (Date) —I "1 CONMENTS OF DEPARTMENT HEAD Comment on the statement of the employee and supervisor. Designate any other positions in the department which you believe are similar in duties and responsibilities. C L A S S I F I C A T I O N Q U E S T I O N N A I R E VACANT HEALTH SVCS HOSP. & CLINICS AMB. CARE NAME DEPARTMENT DIVISION WORK UNIT Clerical Supervisor Amb. Care Registration 2500 Alhambra Mtz JOB CLASSIFICATION WORK LOCATION & ADDRESS PERCENT OF DESCRIPTION OF WORK TIME REQUIRED 80% Supervision of registration staff assigned to ambulatory care centers under the direction of the Ambulatory Care Registration Manager. Includes interview and selection process, employee counseling, employee discipline, annual performance reviews, attendance monitoring, completion of annual competency assessments to identify training needs, training oversight, preparation of employee work schedules to maintain staffing levels for all registration units. Review and approve requests for time off. Instruct staff on implementation of policies and procedures and monitor compliance. Oversight of cash collections procedures. Health Center locations include Martinez Specialty Centers North and South, Martinez Family Practice Center, Concord Health Center, Central Co Older Adults, Pittsburg Health Center, Bay Point Community Wellness Center, Antioch Health Center/Older Adults Clinic, Brentwood Health Center, Richmond Health Center, West Co. Older Adults, including dental registration staff located at the Martinez, Pittsburg and Richmond facilities. Prepare reports and correspondence for the Ambulatory Care Registration Manager. 20% Plan and conduct regularly scheduled unit meetings for registration and lead staff. List Machines or *pment Operated as Part Of Job: Standard Office equipment. PC Designate the name and title of the person who supervises position: Lee Mn Lumbert, Ambulatory Care Registration Manager List the names of employees supervised. If a vbole unit is supervised simply name the unit and state the number of employees. See Attached Ambulatory Care Registration Staff List If public contacts are required either in person or by phone, state with whom, and in general, for what purposes: Health Services Wgrtment Staff to include: Hospital and Ambulatory Care Clinic Staff (!ID's, Nursing, Admissions, Patient ftbudspgson, Administrative, clerical, etc); Public Health Nursing, MP; Therapy Deft; Mental Health Dept; Data Center; Patient sLmmtigq;patients and faaly members,goal public. That decisions must be made in performing the vork: Staff assig a g/clinic coverage Mplage discipline; interpretation of policies and procedures That parts of the job require the greatest skill, knowledge, and involve the greatest responsibility: Must have gpO working bmwledge of the Ambulatory Care Wem. billing, financial c&M Ustem; Rgyor sources, supervisory skills off'include appropriate employee counseling, in rpersonal skills, clinic scheduling and coverage needs, ability to prepare, reconcile pgports and correspondence. the above statements accurately gibe this job as it has been for the past and (years) (aamths) (Signature) (Date) COMMENTS OF DUBIATE SUPERVISOR In ghat way are the above statements incomplete, inaccurate or misleading: Statements are complete and accurate as stated. Mat is the basic purpose or function of this position? To provide supervisory support to Anbulatory Care Registration staff and assist the Anbulatory Care Registration Manager. ft changes have occurred in the work of this position? Position newly created to provide support to the Ambulatory Care Registration Manager. ft parts of this job do you check or review closely and why? Wgyee discipline to ensure appropriate action is taken. Review of performance evaluations to ensure ratings are consistent 92 performance appraisal. Meet on a regularly scheduled basis to discuss activities and issues that arise vith the Ambulatory Care Registration staff. If the position requires typing or sborthand, are they incidental or essential? Typing: Yes Time Required: Varies Shorthand: No Time Required: State what you believe to be the special certificates and minium wants of training and experience required to perform this job: Required education: Per Minimum Qualifications as established for the Clerical Supervisor Classification Required experience: Per Minimum Qualifications as estasblished for the Clerical Supervisor Classification Required license certificate• ne (Signature) (Date) 9�ll 0. ,55 .9/96 AMBULATORY CARE REGISTRATION STAFF LIST CLERICAL SUPERVISOR* VACANT 40/40 *Position in the process of being created by converting a vacant Lead Clerk position. MARTINEZ SPECIALTY CENTERS RICHMOND HEALTH CENTER Sutton, Katrina 40/40 VACANT 20/40 Sanchez, Helen 40/40 Johnson, Donna 40/40 VACANT 20/40 Coolidge, John 40/40 Godoy, Lupe 40/40 Price, Wally 40/40 Jones, Gigi 40/40 Jackson, Annette 40/40 Moody, Benet 40/40 Francois, Lorene 40/40 Ricci, Terry 40/40 Karki, Adrienne 40/40 Dangerfield, Kathy 40/40 PITTSBURG HEALTH CENTER Gonzalez, Rosemary 20/40 VACANT 40/40 VACANT 20/40 VACANT 20/40 Ray Dryer 40/40 Terns, Korinne 20/40 VACANT 20/20 Coats, Clara 40/40 Gonzalez, Imelda 40/40 Permanent Wristen, Elena 40/40 Brown, Ann Marie P.I. Guzman, Violeta 40/40 Cargile, Joanne 40/40 Tem jmma Hurtado, Leticia 40/40 Colmenares, Delia BRENTWOOD HEALTH CENTER Smith, Patty Reilly, Rita Ruiz, San Juana 40/40 Valdivia, Elisa McNeley, Betty 40/40 Vanderkous, Jeana Wong, Haydee Lopez, Blanca MARTINEZ FAMILY PRACTICE CENTER Tarango, Mary Vargas, Jacqueline Peebles, Yvonne 40/40 Fernandez, Debra Stone, Lynn 40/40 Gasca, Claudia VACANT 40/40 Angeles, Lolita Schmidt, Tamara 40/40 Onate, Elena VACANT 20/40 ANTIOCH HLTH CENTER/OAC Olsson, Nancy 40/40 Vacant 20/40 BAY POINT COMM. WELLNESS VACANT 32/40 WEST CO. OLDER ADULTS Boylan, Roberta 40/40 CONCORD HEALTH CENTER CENTRAL CO. OAC Sue Campbell 40/40 Porter, Ellen 40/40 Smith, Stephanie 20/40