Medical Records Supervisor

Butte County•Oroville, CA

2d•Onsite

About The Position

The Department of Behavioral Health is seeking a Medical Records Supervisor who can provide strong service-oriented leadership by fostering positive working relationships, delivering courteous and responsive customer service, and ensuring staff have the resources and guidance needed to perform their duties effectively. This role maintains consistent communication across programs, relays operational changes appropriately, and offers meaningful feedback through regular supervision, site visits, and timely performance evaluations. The Medical Records Supervisor models accountability, transparency, and openness to feedback while holding staff to clear expectations in a supportive and respectful manner. The position requires a solid understanding of government policies, procedures, confidentiality standards, and HIPAA regulations, ensuring all work is performed with accuracy, compliance, and professionalism. A training and experience evaluation may be utilized to determine an applicant's ranking among qualified candidates. Based upon information provided in this application including responses to supplemental questions, an applicant's education, training and experience (full-time equivalent) may be evaluated. Applicants should provide thoughtful and thorough responses to supplemental questions as they play an important role in this recruitment process. All qualifying work experience that is described or included in responses to supplemental questions MUST also be included and detailed in the "Work Experience" section of this application. "See Resume" is not an acceptable response for any supplemental question. FLSA: Exempt

Requirements

Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.
Principles and practices of leadership.
Principles, practices, and procedures of office administration according to worksite location.
Organization and management practices as applied to the development, analysis, and evaluation of the medical records program policies and operational needs.
Medical records management practices pertaining to public health and behavioral health clinics and acute care facilities.
Applicable laws, rules and regulations, including MediCal and the Health Insurance Portability and Accountability Act (HIPAA).
Medical terminology and classification systems, including the International Classification of Disease and the Diagnostic and Statistical Manual.
Current trends relating to records management, privacy, security and compliance in behavioral health and public health systems.
Modern office and customer service practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
The organization and operation of the County and functional responsibilities of County departments.
Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents.
Methods of preparing and processing various records, reports, forms, and other documents specific to assigned department, division, or program.
Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
Business arithmetic and basic statistical techniques.
Principles and practices of data collection and recordkeeping.
Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Select and supervise staff, provide training and development opportunities, ensure work is performed effectively and evaluate performance in an objective and positive manner.
Supervise and perform varied and complex clerical, fiscal support, and customer service support work with accuracy and speed.
Type concise reports, correspondence, and other written materials from instructions.
Supervise the preparation and processing of various records, reports, forms, and other documents specific to assigned department/division/program.
Research and compile a variety of information and materials.
Understand, interpret, explain, and apply all pertinent laws, regulations, codes, and ordinances and County policies and procedures relevant to work performed.
Respond to and effectively prioritize multiple phone calls and other requests for service.
Make accurate mathematical and basic statistical computations.
Establish and maintain a variety of filing, recordkeeping, and tracking systems.
Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
High school diploma or equivalent GED certificate.
Two (2) years of increasingly responsible medical records program management experience, including one (1) year of lead or supervisor experience.
Must possess a valid US driver’s license upon date of application.
Must obtain California driver’s license following hire date per California DMV regulations.

Responsibilities

Plans, organizes, supervises, assigns and reviews the work of the medical records unit.
Assists in developing and standardizing procedures and methods to improve and continuously monitor the efficiency and effectiveness of the management, retention, and storage of medical records and policies and procedures; identifies opportunities for improvement and recommends to assigned supervisor; ensures that County policies and procedures are in compliance with all legal requirements pertaining to medical records; updates policies as necessary.
Supervises the creation, updating, and processing of forms, records, applications, and/or other documents specific to assigned department/division/program including reviewing information gathered from a variety of sources; coordinates exchange of information with other County staff, external stakeholders, and/or the public as needed.
Evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.
Trains staff in work processes and procedures and implements training procedures and standards; conducts training for medical, clerical and other staff on issues pertaining to medical records such as laws and regulations, County policies and procedures, and the medical records indexing system.
Types correspondence, reports, forms, and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, or instructions.
Monitors medical records for compliance with legal requirements; confers with other staff concerning quality compliance issues records privacy requirements, and other records management issues; attends and participates in committees or workgroups.
Assists in preparing a diverse range of reports for submission to oversight agencies; reviews data to ensure it is properly formatted and compliant with reporting requirements; uploads and submits data.
Supervises and performs various budget support work for assigned department/division/program, such as monitoring budgets, grants, and fund/account balances and assisting department management and staff in preparation of annual budget documents.
Supervises and provides customer service functions for assigned department/division/program including receiving and screening visitors and telephone calls and taking messages, directs callers and visitors to the proper office or person, and/or providing information regarding County programs, activities, and functions; explains federal, state, and local laws, rules, and regulations, and department, division, program, and/or County policies and procedures according to established guidelines.
Supervises the organization and maintenance of accurate and detailed databases, files, and records; scans/images, inputs, indexes, and maintains a variety of data into assigned databases and systems; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
Receives and processes responses to public records requests and other requests for information; gathers and organizes information; and disseminates information after approval.
Researches, compiles, and summarizes data from various sources and prepares a variety of reports according to established procedures and practices.
Supervises various office support duties associated with payroll, risk management, and human resources administration, which may include maintaining confidential employee records, processing employee time and pay records, and preparing and processing recruitment and selection, employee schedule, leave management, workers’ compensation, and related paperwork.
Supervises the performance of other routine clerical support work as required, which may include, but is not limited to, copying documents, collating documents, maintaining websites, maintaining lists and logs, opening and distributing mail, processing outgoing mail, ordering and maintaining inventory of supplies and forms, etc.
Attends various meetings and training as required or appropriate.
Performs related duties as assigned.