Health Services Representative

Posting number: 26-D2E-A

Department: Santa Clara Valley Healthcare (SCVHC)

Job classification: Health Services Representative

Posting type: Open

Categories: Clerical & Data Entry, Health Services, Customer Service, Health Care Support

SummaryUnder general supervision to perform a combination of specialized clerical tasks that may involve client registration, scheduling and interviewing, telephone screening, medical insurance eligibility and account processing for clients to either a patient care area or agency program service site throughout Santa Clara Valley Health & Hospital System.
NOTE: Applicants who meet the employment standards will be invited to take an online examination tentatively scheduled for the week of August 16, 2026.
The Power of WE:  Together, we can make a greater impact. Bringing better care and expanding healthcare services across the community.

Santa Clara Valley Healthcare (SCVH) is the second largest public health care system in California and includes three acute care hospitals, 14 clinics and 60+ specialty and sub-specialty services. Our mission is to provide high-quality, accessible healthcare and excellent service to everyone in Santa Clara County. 

Because we serve patients throughout multiple hospitals and clinics, you may have to work at different sites. We will meet any obligations we may have when this occurs.

Santa Clara Valley Medical Center - SCVMC is a full-service tertiary acute care teaching hospital with 699 licensed beds providing a wide range of specialized services, including Rehabilitation, Burn, Trauma, and NICU. SCVMC was ranked by U.S. News and World Report as #6 Rehabilitation Hospital in the nation and #1 in the West and designated as a 2024 High Performing hospital for Maternity Care, Heart Failure, Stroke, Hip Fracture, and Pneumonia.

O'Connor Hospital - O'Connor Hospital (OCH) is a 358 licensed bed acute care facility offering a full range of inpatient and outpatient medical, surgical and specialty programs to residents of Santa Clara County. It was founded in 1889 as one of the first hospitals in the county. OCH has grown significantly over the past five years in both its inpatient volume and its Emergency Department visits. Along with these volume increases other ancillary and clinical departments like imaging, lab, pharmacy, and respiratory have seen growth as well.

St. Louise Regional Hospital - Since 1989, St. Louise Regional Hospital (SLRH) has been caring for the residents in Santa Clara and San Benito Counties, offering a wide range of inpatient and outpatient medical specialties. SLRH has 93 beds, is a Designated Primary Stroke Center, and is the only acute care hospital in the area. Located in Gilroy, SLRH maintains a CALSTAR 2 emergency helicopter base on the premises. 

Regional Medical Center – Regional Medical Center (RMC) is a 258-bed hospital that is the main emergency healthcare provider for East San José, treating a wide range of critical and life-threatening conditions for more than 60 years. Since the SCVH integration of RMC effective 4/1/25, RMC has expanded the critical services including Level II trauma, Thrombectomy capable Stroke Center and STEMI care, and has been seeing an increased number of emergency visits and inpatient volume. 

Learn more about Santa Clara Valley Healthcare: https://www.scvh.org/home and follow us on: 

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Examples of duties(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.)

• Interviews clients to obtain personal and financial data and to determine ability to pay for hospital and/or medical services or program eligibility;
   
• May suggest alternative services, programs or additional insurance coverage available to clients for a variety of Federal, State, and County programs, including Medi-Cal, Medicare and special programs;
   
• Prepares insurance billing forms including Medi-Care and Medi-Cal;
   
• Prepares medical admission packets and medical record file setup including all required departmental forms, releases, and identifying labels;
   
• Queries and inputs registration and billing information in the computer and reverts to manual system on stat admissions and/or computer down time;
   
• Prepares necessary documents for emergency medical admissions;
   
• Uses cardwriter/imprinter to prepare identification cards for billing purposes, issues receipts, and may use a variety of office equipment;
   
• Answers telephones and responds to inquiries regarding emergency medical treatments;
   
• Refers callers appropriately according to their needs; refers all medical information and advice calls to the telephone advice nurse or clinic RN and processes messages for providers/nursing staff as needed;
   
• Assists clients with completion of forms and paperwork;
   
• Maintains a back up log book of admissions;
   
• Deals with law enforcement agencies and ambulance personnel regarding emergency admissions;
   
• Notifies relatives of emergency ambulance admittance;
   
• May follow through to obtain necessary information when client is unable to respond;
   
• Provides information to the public or to staff that requires the use of judgment and the application and interpretation of policies, rules or procedures;
   
• Arranges for transportation of patients via Taxi, Medicar, Hospital Transportation Service, Outreach or in emergency situations, with ambulance services;
   
• May estimate cost of certain medical services, arrange payment plan, and collect payments for medical services rendered;
   
• Schedules appointments for a variety of medical clinics, either by telephone or in person utilizing a computerized patient registration system;
   
• Maintains appointment books for a variety of medical clinics;
   
• Advises clients of specialty clinics, billing procedures and diagnostic procedures;
   
• Telephones clients to remind them of future appointments;
   
• Maintains and updates patient location;
   
• Classifies and codes diagnoses on clients' charge documents to ensure reimbursement for medical services;
   
• Classifies and codes a wide variety of diseases or medical condition according to the International Classification of Disease Standards;
   
• Maintains files, indexes and manuals on International Classification of Diseases;
   
• Posts medical statistics to daily log and compile reports on a regular basis;
   
• Reviews charge documents for compliance with policies and regulations;
   
• Prepares charge documents for batching and maintaining a log;
   
• Researches raw data or computer output to correct errors in registration, admission or billing entries or statistics;
   
• Assists in training and orienting new clerical and professional medical staff in the procedures of the unit;
   
• Performs other related duties as required.

QualificationsDemonstrated education, training and work experience in a medical services setting which has provided an opportunity to perform a variety of moderately difficult medical office clerical tasks and an opportunity to acquire the following:

Experience Note: A qualified candidate would typically acquire the knowledge and abilities listed below by having one (1) year of work experience in a medical setting or agency program service site that required the use of medical terminology and direct contact with clients in a clinic, program service site or similar medical office setting.

Completion of a recognized medical assistant program can be substituted for six (6) months of the above work experience.

Knowledge of:

• Basic office practices and procedures including reception, filing and the operation of standard office equipment;
   
• General medical terminology;
   
• Interviewing techniques;
   
• Telephone courtesy;
   
• Basic policies and procedures related to medical client services, for processing insurance claims and/or billing charges;
   
• Modern office practices and procedures including basic computer skills;
   
• Hospital admitting practices;
   
• Purpose and use of International Classification of Disease Standards;
   
• Types and functions of the various Outpatient Clinics.

Ability to: 
 

• Perform a variety of clerical duties under occasional stressful situations;
   
• Work effectively and prioritize conflicting tasks, sometimes in difficult and stressful situations;
   
• Type with accuracy and moderate speed;
   
• Prioritize work and coordinate several activities;
   
• Explain, verify and/or clarify information necessary in the completion of the medical office clerical tasks;
   
• Make arithmetical computations of moderate difficulty;
   
• Organize and maintain accurate files and records;
   
• Establish and maintain effective working relationships with all levels of medical, professional, administrative and support personnel contacted in the course of work.