Healthcare Records Manager

Position Information

Join the County of Sonoma's Department of Health Services as the Healthcare Records Manager!

Starting salary up to $59.14/hour ($123,432/year) and a competitive total compensation package!*

The Department of Health Services (DHS) is seeking an experienced and knowledgeable Healthcare Records Manager to oversee and guide the operations of their medical records unit. The Healthcare Records Manager will provide leadership and direction to ensure that their records management practices align with legal and regulatory standards and promote the security and privacy of sensitive information. Additional responsibilities will include:

• Supervising the daily operations and staff of the DHS medical records unit
• Advising and guiding department and divisional leadership, along with other DHS staff, on best practices and regulations for health care records management
• Evaluating and maintaining existing records management systems, recommending improvements as needed
• Developing and implementing policies, procedures, and desk manuals to streamline healthcare records organization
• Designing and delivering training and education programs on the maintenance, storage, security, and release of client information
• Providing consultation on the appropriate use of Electronic Health Records (EHR) systems and oversee the management of paper records
• Managing the sharing and disclosure of health records, ensuring compliance with legal requirements, such as those from client requests, public record requests, subpoenas, or healthcare provider needs
• Advising senior management on records compliance, serving as the subject matter expert on healthcare records systems, industry best practices, and applicable regulations

The ideal candidate will possess many of the following:

• Extensive knowledge of laws and regulations concerning health records management, including HIPAA, 42 CFR Part 2, record retention and destruction protocols, and relevant privacy laws
• Demonstrate prior experience with EHR management, including the development of policies, procedures, and desk manuals
• Background in supervising and managing a team, ideally within a healthcare or records management setting
• Experience in collaborative decision-making and implementing system changes across multiple divisions and operational units
• Certifications such as Health Care Compliance or Privacy and Security Compliance from the Health Care Compliance Association, Certification as a Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) through Health Information Management Association are highly desirable but not required

The Department of Health Services (DHS)

DHS is one of the County's largest and most complex departments. DHS consists of the Administration, Behavioral Health, Public Health, and Homelessness Services Divisions and is driven by its mission to promote, protect, and ensure access to services that support the health, recovery, and well-being of all in Sonoma County. These ideas are the basis for how DHS operates and delivers services:

• Excellence - Strive to create a culture of learning, innovation, and data-driven practices to guide internal operations, improve performance, and build staff expertise
• Collaboration - Engage and work collaboratively with partners, communities, and staff to maximize its impact across the County
• Equity - Work to reduce disparities and ensure fairness, compassion, and social justice

For more information regarding the department, its programs, services, and partnerships, visit the DHS website .

What We Offer

Working at the County of Sonoma offers expansive opportunities for growth and development, the ability to be a part of a challenging and rewarding work environment, and the satisfaction of knowing you're working to better our communities. You can also look forward to flexible work arrangements and excellent benefits* including:

• Hybrid Telework - A schedule that meets the needs of our staff, department operations, and the communities we serve may be available depending on the assignment
• Salary Advancement - A salary increase after 1,040 hours (6 months when working full-time) for good work performance; eligibility for a salary increase for good performance every year thereafter, until reaching the top of the salary range
• Paid Time Off - Competitive vacation and sick leave accruals, 12 paid holidays, and an additional 8 floating holiday hours per year
• County Paid Health Premium Contributions - 100% premium contribution for the majority of employee-only and employee + family health plan options
• Staff Development/Wellness Pay - Annual benefit allowances of up to $2,000 and ongoing education/training opportunities
• Post-Retirement Health Reimbursement Arrangement - County contributions to help fund post-retirement employee health insurance/benefits
• Retirement - A pension fully integrated with Social Security
• Paid Parental Leave - May be eligible for up to 8 weeks (320 hours) after 12 months of County employment
• Student Loan Debt Relief - County employees may be eligible for Public Service Loan Forgiveness through the U.S. Department of Education

*Salary is negotiable within the established range. Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found in the Salary Resolution (SalRes) and our Employee Benefits Directory .

This recruitment is being conducted to fill a Healthcare Records Manager position in the Department of Health Services. This employment list may also be used to fill future full-time, part-time, or extra-help (temporary) positions as they occur during the active status of the list. Qualified County employees who wish to be considered for future positions should consider applying to this recruitment. The Civil Service Title for this position is Department Program Manager.

APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.

Minimum Qualifications

Experience: Any combination of training and experience which would provide an opportunity to acquire the knowledge and abilities stated herein. Normally, three years of experience supervising or coordinating a program including some responsibility for program coordination, planning, analysis and administration, including at least one year leading or supervising staff would provide such opportunity. Specific experience related to the assigned position may be required for designated positions and will be stated as such in recruitment materials.

Education: Any combination of education and training which would provide the opportunity to acquire the knowledge and abilities stated herein. Normally, significant college coursework in business or public administration, finance, economics or a closely related area would provide this opportunity. For some assignments, college coursework in social work, psychology, sociology or a closely related field may be desirable.

License:Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment, to perform the essential job functions of the position.

Knowledge, Skills, and Abilities

Considerable knowledge of: the principles and practices of program management including planning and program analysis; data collection, research methodology and application of basic statistics; report writing; legislation, laws, current issues and trends, and techniques and principles for the assigned program area.

Working knowledge of: the principles and practices of personnel management, employee supervision, and training; budget development and fiscal management; grant and contract administration.

Ability to: plan, organize, coordinate and manage a specific program or group of related programs; select, train, and supervise staff; develop, evaluate, and analyze operational policies and procedures; analyze problems and complaints and identify solutions; prepare, interpret and evaluate a variety of narrative and statistical data and reports; communicate orally and in writing on a variety of issues; understand, interpret and apply procedures, laws, rules and regulations as they apply to assigned area; ensure proper compliance with federal, state and local guidelines, policies, goals, rules and regulations; develop and maintain harmonious relationships with employees, public officials, community groups, other agencies and the general public.

Selection Procedure & Some Helpful Tips When Applying

• Your application information and your responses to the supplemental questions are evaluated and taken into consideration throughout the entire selection process.
• You should list all employers and positions held within the last ten years in the work history section of your application. Be as thorough as possible when responding to the supplemental questions.
• You may include history beyond ten years if related to the position for which you are applying. If you held multiple positions with one employer, list out each position separately.
• Failure to follow these instructions may impact your competitiveness in this process or may result in disqualification.

Please visit Getting a Job with the County of Sonoma to review more detailed information about the hiring process, including the application process, examination steps, and department selection process.

APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.

Responses to supplemental questions will be scored using position-specific criteria. Please provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Responses that state, "See Resume" or "See Application" may be considered insufficient and therefore may not be scored.
The selection procedure will consist of the following examination:

An Application & Supplemental Questionnaire Appraisal Examination (weight 100%) will be conducted to evaluate each applicant's application and supplemental questionnaire for satisfaction of minimum qualifications (pass/not pass); and for educational coursework, training, experience, knowledge, and abilities which relate to this position. Each applicant will be evaluated based on the following criteria:

• Relevance of work history, related experience, and achieved level of education and/or training as described in the application and responses to the supplemental questions.

Candidates demonstrating possession of the minimum qualifications will be placed on an employment list in order of most qualified to least qualified based on the achieved score received in the Application & Supplemental Questionnaire Appraisal Examination. Scores may be adjusted based on such factors as the number of candidates, anticipated vacancies, past practice, and natural breaks in the scores achieved by this group of candidates.

ADDITIONAL INFORMATION

A background investigation is required prior to employment. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to applicants.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter. You may also review the Job Classification Screening Schedule to determine the requirements for this position.

HOW TO APPLY

Applications are accepted online at www.yourpath2sonomacounty.org . Paper applications may be submitted by person, fax (707-565-3770), email, or through the mail. All applications and appropriate supplemental information as outlined in the job bulletin must be RECEIVED by the time and date specified on the first page of this job announcement. Applications received after the recruitment closes will not be accepted.

The County of Sonoma values diversity and is dedicated to creating a workplace environment that provides individuals with a sense of belonging. We are committed to having a diverse workforce that is representative of the communities we serve. The County is proud to be an Equal Opportunity Employer where all aspects of employment are based on merit, competence, performance, and business need.

HR Analyst: BH
HR Technician: EV

IMPORTANT NOTE: Benefits described herein do not apply to Extra Help positions.

COUNTY OF SONOMA BENEFITS: MANAGEMENT*

These are some of the excellent benefits the County offers:

Paid Time Off :Competitive vacation accrual and sick leave accruals; additional management leave annually; 12 paid holidays, and an additional 8 floating holiday hours per year; and may be eligible for up to 8 weeks (320 hours) of Paid Parental Leave after 12 months of County employment.

Health Plan :Choose from nine health plans (three HMOs, three deductible HMOs, and three HSA-qualifying plans) with a generousCounty contribution to the premium (the contribution amount varies by bargaining unit). For more information, please see the appropriate MOU.

Retirement :Fully integrated with Social Security.For more information regarding eligibility, retirement contributions, and reciprocity with prior public service, please visit https://scretire.org/active-/-deferred/when-you-are-hired .

IRS 457 Plan :Pre-tax employee contribution up to the IRS annual maximum.

Retiree Medical :County contribution to a Health Reimbursement Arrangement to help fund post-retirement employee health insurance/benefits.

Student Loan Debt Relief :County employees may be eligible for Public Service Loan Forgiveness through the U.S. Department of Education.

Plus excellent dental, vision, disability, life insurance, professional development, and more.

For answers to specific questions regarding the employment process and more details about benefits or retirement, please contact Human Resources at (707) 565-2331.Additional details about benefit and compensation packages can be found in the MOUs located at https://sonomacounty.ca.gov/administrative-support-and-fiscal-services/human-resources/divisions-and-units/employee-relations/labor-agreements-and-salary-resolution . For specific information about health and welfare benefits including plan options, coverage, and premium amounts go to https://sonomacounty.ca.gov/administrative-support-and-fiscal-services/human-resources or, contact the Human Resources' Risk Management-Benefits Office at benefits@sonoma-county.org or (707) 565-2900.

*IMPORTANT NOTES: Benefits described herein do not represent a contract and may be changed without notice.

Closing Date/Time: 11/25/2024 11:59 PM Pacific

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• County of Sonoma

• 707-565-8059

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