File Clerk Supervisor

Special Service for Groups, Inc- HOPICS•Los Angeles, CA

9d•$68,000 - $74,000•Hybrid

About The Position

Under the direction of the Senior Manager for Contracts & Compliance, the File Clerk Supervisor supervises all HOPICS File Clerks and oversees file room operations across all HOPICS locations, including sites without assigned File Clerks. Ensures records management, confidentiality, audit readiness, and compliance with HIPAA, 42 CFR Part 2, and agency requirements.

Requirements

Associate degree required; Bachelor's preferred or 3 years records management experience.
Minimum of two (2) years of experience in file/records management, medical records, or a related administrative role, including at least one (1) year in a lead or supervisory capacity.
Working knowledge of HIPAA, 42 CFR Part 2, and other client confidentiality regulations.
Demonstrated ability to train, coach, and supervise staff across multiple sites.
Valid CA Driver License, background check and employment eligibility verification.
Ability to handle interruptions, changes in priorities/work schedules across multiple sites.
Ability to process information, think, and conceptualize amid constant distractions, interruptions, and uncontrollable changes in priorities/work schedules.

Nice To Haves

Experience in homeless services, healthcare, or behavioral health.
Skilled at utilizing computer programs including but not limited to Word, Excel, Access, Google Sheets, and electronic health record (EHR) systems.
Strong organizational, communication, and problem-solving skills.
Demonstrates strong initiative and the ability to work independently with minimal supervision.
Effectively manages time, prioritizes competing responsibilities, sets clear goals, and ensures assigned tasks are completed accurately and on schedule.
Maintains accountability by tracking progress, communicating challenges promptly, and following all responsibilities through completion.

Responsibilities

Supervise, schedule, train, coach, and evaluate the performance of File Clerks.
Serve as the primary point of contact and functional supervisor for file room operations at unaccompanied file room sites.
Conduct regular, scheduled inspections/audits of all file rooms to verify compliance with file room requirements.
Monitor and enforce proper use of file management forms and procedures.
Ensure File Clerks fulfill routine and urgent file requests promptly.
Ensure all checked-out files are returned to the file room daily.
Coordinate substitute/alternate file clerk coverage and alternative access procedures.
Review and audit inventory lists for accuracy and proper archiving of exited clients' files.
Oversee compliance with the Mail Handling policy.
Coordinate with team members to schedule offsite storage pick-up.
Investigate and resolve discrepancies related to missing, mishandled, or improperly filed materials.
Train new File Clerks and other staff on file room policies and procedures.
Recommend and help develop updates or revisions to the File Room Policy and Procedure.
Prepare and present reports/summaries on file room compliance, inventory status, and audit readiness.
Ensure appropriate documentation and accountability practices are consistently followed.
Coordinate the retrieval, preparation, and timely delivery of client files and records for audits and authorized requests.
Review and approve File Clerk timesheets for accuracy and completeness.
Provide regular one-on-one supervision with direct reports, ensuring consistent coaching and professional development support.
Facilitate regular team meetings.
Prepare and distribute agendas for all one-on-one and team meetings.
Document supervision sessions and meeting notes.
Ensure supervision practices align with funder, licensing, and accreditation requirements.
Conduct timely performance evaluations and develop/monitor performance improvement plans.
Oversee onboarding of new staff, ensuring training on agency policies, procedures, and ADA/facility protocols.
Manage staff schedules, coverage, and time-off approvals.
Communicate and enforce updates to agency policies and procedures with the team.
Address interpersonal or performance conflicts within the team.
Monitor program supplies, resources, and submit supply requests.
Serve as a liaison between the team and other departments.
Maintain regular, punctual attendance and travel between file room sites.
Maintain Agency mission and policies.
Oversee all Release of Information (ROI) requests.
Review, process, and monitor all Release of Information requests.
Maintain centralized ROI tracking systems.
Coordinate responses with internal departments.
Maintain confidentiality of Protected Health Information and Personally Identifiable Information.
Perform hands-on filing, retrieval, and file maintenance duties as needed.
Assist with locating and retrieving materials from files in response to authorized requests.
Assist in the creation and maintenance of English/Spanish Intake and Annual Packets, new client charts, and chart labels.
Scan and upload documents into the EHR system and monitor scanning compliance.
Maintain client service records in compliance with HIPAA, 42 CFR Part 2, and other applicable funding and legal requirements.
Support special projects and new site implementation.
Perform other duties as assigned.