Hospital Patient Access Services Manager

Job Description

Description

THE POSITION

Under general direction, the Hospital Patient Access Services Manager serves as a key operational leader of the "front door" to the Ventura County Medical System. This role is directly responsible for the strategic design, day-to-day execution, and performance of all front-end registration, admitting, and scheduling functions across our hospital departments. Because this department represents the very first interaction a patient has with our health system, the Patient Access Services Manager is uniquely accountable for balancing sharp technical workflows with an exceptional, compassionate customer service standard that sets the tone for the entire patient experience.

IDEAL CANDIDATE
The ideal candidate is a high-impact revenue cycle "fixer" and an empathetic leader who understands that operational efficiency and high patient satisfaction go hand-in-hand. The ideal candidate is a proactive and results-oriented leader who looks beyond daily operations to continuously improve patient access processes. They will regularly audit and evaluate workflows, implement efficient front-end processes, maximize point-of-service collections, and aggressively drive down insurance eligibility denials while ensuring every patient receives a seamless, welcoming, and supportive check-in experience.

WHAT WE OFFER
The County of Ventura offers an attractive compensation and benefits package. In addition to the annual salary, an employee within this position may also be eligible for the following:

• Bilingual Incentive: Incumbents may be eligible for bilingual incentive depending upon operational needs and certification of skill.
• Educational Incentive: Incumbents may also be eligible for an educational incentive of 2.5% for completion of an associate degree, 3.5% for completion of a bachelor’s degree, or 5% for completion of a graduate degree for educational attainments not specifically required by the position.
• Deferred Compensation: Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan.
• Health Plans: Full-time employees are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans.
• Flexible Spending Accounts: Choice of participation in the Flexible Spending Accounts which increase spending power through reimbursement of pre-tax dollars for IRS approved dependent care and health care expenses.
• Pension Plan: Both the County and employees contribute to the County's Retirement Plan and to Social Security. If eligible, reciprocity may be established with other public retirement systems, such as PERS.
• Holidays: 13 paid days per year which includes a scheduled floating holiday.

PAYROLL TITLE: Staff/Services Manager II

AGENCY/DEPARTMENT: Health Care Agency - Ventura County Medical Center and Santa Paula Hospital

Staff/Services Manager II is a management classification eligible for benefits at the MB3 level and is not eligible for overtime compensation.

The eligible list established from this recruitment may be used to fill current and future Regular, Temporary, Fixed-term, Intermittent, and Extra-help vacancies for this position only. There is currently one (1) Regular vacancy.

TENTATIVE SCHEDULE:
OPENING DATE: August 20, 2026
CLOSING DATE: September 3, 2026 at 5:00 p.m.

Examples Of Duties

Duties may include but are not limited to the following:

• Directs and provides strategic leadership to the Patient Access teams across Ventura County Medical Center and Santa Paula Hospital.
• Actively manages and mentors a team of Patient Access Supervisors, ensuring clear accountability for frontline registrars, coordinators, and scheduling staff.
• Formulates, maps, and modernizes patient registration, admitting, and scheduling workflows to maximize front-end accuracy.
• Proactively identifies operational bottlenecks and drives process redesign to eliminate manual duplication, move tasks out of offline spreadsheets, and streamline patient throughput.
• Evaluates arrival-to-departure registration touchpoints to maintain an efficient and seamless check-in experience.
• Compiles, analyzes, and acts upon critical pre-cycle data and front-end metrics, including registration error rates, pre-authorization completion times, and eligibility denials.
• Utilizes system analytics to identify root causes of registration rejections and adjusts frontline workflows based on those insights.
• Serves as the executive champion for the organization's "front door", establishing a high-standard, compassionate customer service culture.
• Promotes a welcoming and supportive environment at all entry points and monitors patient satisfaction metrics to continuously improve the patient experience.
• Designs and implements comprehensive onboarding, customer service standards, and ongoing technical training programs for supervisors and frontline staff.
• Ensures registrars are proficient in patient communication, financial counseling, and technical system use.
• Manages the operational budget for all Patient Access units, monitors departmental expenditures, and strategically allocates staffing resources to match patient volume fluctuations across day, evening, and night shifts.
• Collaborates closely with the Hospital COO, Medical Directors, Nursing Leadership, and Ambulatory Care personnel, and Clinic Managers to align front-end access workflows with clinical operations.
• Escalates and resolves cross-departmental bottlenecks to ensure operational unity across the health system.
• Serves as the primary Health Care Agency representative for patient access functions, interfacing professionally with external regulatory bodies, County departments, executive leadership, and the public.
• Drives the strategic execution of point-of-service (POS) financial management, ensuring frontline teams successfully execute insurance verification, medical necessity screenings, and copay/deductible collections to meet established agency financial goals.
• Mandates the proper utilization of enterprise health records and eligibility systems (such as Cerner and Experian).
• Partners with IT and Informatics to eliminate manual overrides, enforce automated system error warnings, and leverage native work-queue technology to improve data integrity.
• Establishes clear, transparent communication channels for patients regarding the registration process, financial clearance expectations, and available financial assistance options.
• Directly addresses and resolves complex customer service or billing escalation issues.
• Standardizes, updates, and enforces department compliance with all federal, state, and industry regulations, including strict adherence to HIPAA patient privacy laws and EMTALA anti-dumping mandates across all emergency and acute admitting areas.
• Performs other duties as required.

Typical Qualifications

These are entrance requirements to the exam process and ensure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE:
Considerable administrative support, supervision or management in a patient facing revenue cycle area, related education, or technical experience which has led to the acquisition of the required knowledge, skills and abilities. The required knowledge, skills and abilities can typically be demonstrated by:

• A bachelor’s degree from an accredited college or university in healthcare administration, business administration, or a closely related field, AND
• Three (3) years of recent, progressive patient registration and insurance verification experience, with at least two (2) years of direct supervisory or management experience, preferably overseeing a decentralized team or multiple supervisors

NECESSARY SPECIAL REQUIREMENTS:

• Excellent written communication skills must be demonstrated in the completion of the employment application and answers to the supplemental questionnaire
• Experience with patient access and billing systems
• Intermediate skill in Microsoft Excel, Word, and PowerPoint
• Demonstrated ability to exercise sound judgment and decision making

DESIRED:

• Master’s degree in healthcare administration, business administration, or a closely related field
• Five (5) or more years of experience as a supervisor or above in a patient facing revenue cycle area
• Experience with compliance, policies, and directives issued by Medicare, Medicaid, Third Party Payors and others
• Experience with authorizing inpatient and outpatient services, and verification of eligibility
• Experience complying with medical staff by-laws, rules and regulations, and hospital and departmental policies and procedures
• Certifications from major healthcare associations are highly desired, including:
  • CHAM (Certified Healthcare Access Manager) from the National Association of Healthcare Access Management
  • CRCR (Certified Revenue Cycle Representative) from the Healthcare Financial Management Association

KNOWLEDGE, SKILLS, and ABILITIES:

Considerable knowledge of: model patient flow process; hospital admitting practices; revenue cycle and denial management; HIPAA regulations; front-end billing parameters issued by Medicare, Medicaid, and third-party payors; access and billing systems; third party insurers; applications and databases; application of office automation to business processes such as Microsoft Word, Excel, Power Point and Visio; the principles and techniques of budgetary preparation and analysis, fiscal management, and organization and staffing; the principles of supervision and management; marketing of services both internal and external to the County; and public relations.

Skill in: customer service and relationship management; conflict management; setting clear quality and financial metrics; and building a high-accountability culture.

Ability to: exercise sound judgment and decision making; analyze administrative bottlenecks and organizational problems for the Patient Access units; negotiate change across departments; map modern workflows; move tasks out of paper/spreadsheets into automated software work queues; negotiate conflict and change to produce favorable outcomes; prepare a variety of reports and recommendations; communicate effectively in an oral and written manner; plan, organize, and supervise the work of others; develop and present training programs for agency/department staff and others; educate regarding compliance and ongoing updates needed in practices for the clinics, surgery, ER, ancillary and inpatient units; establish and maintain effective working relationships with a variety of individuals; and manage organizational goals and priorities.

Recruitment Process

FINAL FILING DATE: Your application must be received by County of Ventura Human Resources no later than 5:00 p.m. on Thursday, September 3, 2026.

To apply online, please refer to our web site at www.venturacounty.gov/jobs . If you prefer to fill out a paper application form, please call (805) 677-5184 for application materials and submit them to County of Ventura Human Resources - Health Care Agency, 646 County Square Drive, Ventura, CA 93003.

Applicants must provide sufficient information under the Education/Work Experience portion of the application and supplemental questionnaire in order to determine eligibility. A resume may be attached to supplement your responses in the above-referenced sections; however, it may not be submitted in lieu of the application.

SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this examination at the time of filing. The supplemental questionnaire may be used throughout the examination 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 and 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 candidates' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

NOTE: The selection process will likely 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. If the T&E replaces the oral exam candidates 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, an oral examination may not be conducted. Instead, a score of 70% is assigned to each application, and each applicant is placed on the eligible list.

Applicants successfully completing the examination process may be placed on an eligible list for up to 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 Maritza David by e-mail at Maritza.David@venturacounty.gov or by telephone at (805) 677-5162.

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
• Memorandum of Agreement

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

Closing Date/Time: 9/3/2026 5:00 PM Pacific