What are the responsibilities and job description for the Health Information Specialist position at County of Santa Clara CA?

Salary : $65,547.04 - $79,077.44 Annually

Location : Throughout the County of Santa Clara, CA

Job Type : Full-Time

Job Number : 25-J72-A

Department : Santa Clara Valley Health Care - Valley Medical Center

Division : Medical Records

Opening Date : 01 / 15 / 2025

Closing Date : 1 / 29 / 2025 11 : 59 PM Pacific

Bargaining Unit : 02

Description

Under general direction, to coordinate with subject matter experts on patient records; to perform a variety of complex assignments relating to medical records and to exercise advance knowledge in the application of State and Federal laws governing the release of confidential medical record information.

Typical Tasks

The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

Obtains, reviews and analyzes medical records for completeness, identifies discrepancies or incomplete work and assigns deficient records to physicians or staff for completion;
Transfers requested medical records information to forms such as State Disability, DMV, Employment Department, Department of Rehabilitation, Social Services, WIC, school and other physicals or categorical welfare applications and submits to staff physicians for completion of medical statements;
Maintains, researches and corrects all information for incorrect record numbers or double number patients and assist with request to processes / merge all double numbers and related paperwork appropriately and in a timely fashion;
Releases or processes patient information and legal documents according to current applicable State and Federal regulations, and written procedures, and seeks supervision or consultation when uncertain;
Screens for release of any information requiring special authorization, i.e., psychiatric substance abuse, HIV status or any other category of patient information requiring special authorization procedures;
Assists the Custodian of Records or his / her representative with processing subpoenas and depositions, collects and tracks payment, and may represent the Custodian of Records at court proceedings as assigned;
Interviews parents or family members to obtain information needed to prepare official birth or death certificates, and obtains required signatures of parents, family members and attending physicians;
Reviews patient records, certificates and statistics of all births and deaths at the hospital, identifies if death may be a Coroner's case and reviews physician statement on death certificates to insure it is acceptable for filing by the Health Department;
Checks autopsy forms to ensure that the physician has completed in the required manner;
Prepares completed records for permanent medical records files;
Prepares requested medical record materials for outside copy service and acts as liaison with the service representative;
Performs advance information system reconciliation and extended record or information searches proofreading computer input and output to ensure correctness of entries and reviews rejected entries to identify and correct errors;
Assists families with questions about death or autopsy reports to contact attending physicians;
Prepares a variety of correspondence such as forms, documents, reports, articles, technical specifications, memoranda, resolutions, and minutes of meetings or hearings;
May be assigned lead responsibilities including training of lower-level employees;
Operates a variety of office equipment such as computer, scanner, calculator, fax, copier, patient information and image management systems, and other modern medical office machines, and performs routine operations such as adding computer paper, changing toner cartridges, and printer ribbons and / or film;
May be assigned as a Disaster Service Worker (DSW), as required
Performs other related duties, as required.

Employment Standards

Sufficient education, training, and experience to demonstrate the ability to perform the above tasks, plus the possession and direct application of the following knowledge and abilities :

Training and Experience Note : The required knowledge and abilities are attained through training and experience equivalent to three (3) years of full-time medical record processing experience that includes abstraction and release of medical information. Completion of a medical law and ethics course is preferred.

Substitutions :

Current certification as a Registered Health Information Technician (RHIT) issued by the American Health Information Management Association (AHIMA) may substitute for two (2) years of the required experience.

Current certification as a Registered Health Information Administrator (RHIA) issued by the American Health Information Management Association (AHIMA) may substitute for the three (3) years of the required experience.

Special Requirements

Ability to travel to alternate locations in the course of work. If driving, possession of a valid California driver's license prior to appointment and the ability to qualify for and maintain a County driver authorization.

As a condition of employment, pursuant to California Government Code Sections 3100-3109 and Local Ordinance, all County of Santa Clara employees are designated Disaster Service Workers (DSWs), including extra help. A DSW is required to complete all assigned DSW-related training, and in the event of an emergency, return to work as ordered.

Knowledge of :

Medical and medical-legal terminology, standard abbreviations used in medical notations and understanding of medical record documentation;

Human anatomy;

Familiarity with electronic health records (EHR) systems and other software used for medical records management;

Medical record department procedures;

State and Federal laws and regulations pertaining to release of confidential patient information;

The California Health and Welfare Code pertaining to medical record procedures and release of information;

The organization, services, and patient treatment interrelationship and sequences of a comprehensive teaching hospital;

Current compliance requirements regarding medical records standards set by () / Title 22;

Commonly used State forms such as State Disability, Department of Rehabilitation, WIC, Department of Motor Vehicles, or other requests forms for physicals;

Current HIPAA regulations regarding privacy, security, and confidentiality as it pertains to protection and disclosure of health information;

Office practices and procedures, including filing systems, record keeping, reference sources and operation of standard office machines including some proficiency on ten-key data entry;

Current version of medical coding structures;

Principles of public relations;

Components and format of medical records, including but not limited to laboratory findings, special tests, medication, surgical procedures therapy systems, surgery and other reports, history and progress notes, and consent documentation;

Basic mathematics;

English usage, style, grammar, punctuation, and spelling;

Common computer systems and applications, including medical information systems and accessing and retrieving computerized data;

Ability to :

Follow set standards accurately in checking complex data in records for completeness and internal consistency;

Read and understand medical terminology to the degree necessary to insure correctness of format and consistency in the general contents of a medical record;

Work independently and exercise initiative, judgement, and tact in searching for missing data or documents and in dealing with staff our outside physicians, insurance companies, attorneys, and other public and private agencies;

Prepare statistical reports, maintain logs, files, and computer data files;

Screen patient information from medical records for completion and abstraction of various forms;

Understand and apply complex levels of confidentiality, privacy, security for the protection and disclosure of release of patient information;

Generate reports from computer or manual systems;

Communicate effectively, both orally and in writing, with people of diverse backgrounds and cultures;

Establish and maintain effective working relationships with those contacted in the course of work, at all levels, including colleagues, the public, and representatives of other agencies.

Physical Requirements

Safely perform physical activities such as :

Reaching over one's head and bending down to retrieve files;

Standing, sitting, pulling records, and / or walking for long periods of time;

Frequent lifting moderately heavy file containers;

Pushing heavy carts may be required for some positions.

The County offers comprehensive first-class medical, dental, and vision benefits plans for County employees and their dependents, including plans with no deductibles, no co-pays, no co-insurance, and no prescription drug co-pays. Learn more

The County also offers generous paid time off with significant vacation, sick time, and 13 paid County holidays annually! Details are included in the with the bargaining unit applicable to the job classification.

In addition to the amazing perks above, the County also offers the additional benefits below.

Retirement Benefits

The County offers robust retirement plans including a (similar to the private sector's 401(k) plan) and the In addition to lifetime retirement income available through the CalPERS pension plan, the 457(b) Deferred Compensation plan provides a great way to save for retirement and supplement the defined benefit pension available to employees. These plans help our employees build a plan for their future and contribute to their family's long-term financial well-being.

Health Flexible Spending Account

The empowers employees to manage healthcare expenses efficiently with tax-free contributions (up to $3,200 for the 2024 calendar year). Secure tax-free solutions for your healthcare expenses and enjoy the flexibility to manage your healthcare finances effectively with the HFSA.

Dependent Care Assistance Program (DCAP)

The enables employees to utilize tax-free funds for dependent care services, facilitating a convenient and cost-effective approach for managing your dependent care expenses. The County also offers the , an employer-funded DCAP, for employees with annual income under $120,000.

Life and AD&D

The County offers life and disability benefits including , Insurance, These benefits ensure financial security and income support when you and your family need it most.

Employee Assistance Program (EAP)

The County prioritizes employee mental health and well-being and offers a top-tier through Concern providing confidential counseling sessions covering stress, anxiety, relationships, grief, as well as financial / legal services, personal coaching, child and elder care referrals, and comprehensive crisis support.

Employee Wellness

The offers free wellness programing, fitness classes and resources; including Elevate My Wellness an all-in-one platform designed to elevate your well-being journey.

Education Reimbursement

A generous program is available, including Education Reimbursement for employees seeking additional training and professional development.

NOTE : Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts.

Click here to access all Memoranda of Understanding and most recent Summary of Changes.

Please answer the following questions. Completion of the following supplemental questions is REQUIRED and is an integral part of the evaluation process. Initially, it will be used to determine minimum qualifications. For those applicants meeting the employment standards, this information will be critical in the subsequent competitive assessment to identify those candidates to be invited to continue in the examination process. Your responses to the questions may also be reviewed and scored in a Competitive Rating evaluation process based on pre-determined rating criteria. Your answers should be as complete as possible, as no additional information will be accepted from applicants once the Competitive Rating evaluation has begun. Include a detailed description of your work experience in the following format for EACH employer referenced, in each answer :

a) Name of employer

b) Job title(s)

c) Start / end dates of employment

d) Number of hours worked per week

e) Job duties performed A response of "see resume" or "see application" will deem your application incomplete. Vague, incomplete, or non-responsive answers could result in no or low scores in a Competitive Rating process. Do you understand this requirement?

How many years of full-time experience do you have in medical record processing, which includes abstraction and release of medical information?

No experience

Less than one year

One to less than two years

Two to less than three years

Three to less than four years

Four to less than five years

Five or more years

Please describe your experience in medical record processing experience that includes abstraction and release of medical information.Include a detailed description of your work experience in the following format for EACH employer referenced, in each answer :

a) Name of employer

b) Job title(s)

c) Start / end dates of employment

d) Number of hours worked per week

e) Job duties performed A response of "see resume" or "see application" will deem your application incomplete.

Do you possess a current certification as a Registered Health Information Technician (RHIT) issued by the American Health Information Management Association (AHIMA)?

Please provide your Registered Health Information Technician (RHIT) credential number.If you do not possess a RHIT credential, please type N / A.

Do you possess a current certification as a Registered Health Information Administrator (RHIA) issued by the American Health Information Management Association (AHIMA)?

Please provide your Registered Health Information Administrator (RHIA) credential number.If you do not possess a RHIA credential, please type N / A.

Required Question

Salary : $65,547 - $79,077

Apply for this job

Receive alerts for other Health Information Specialist job openings

Health Information Specialist

What are the responsibilities and job description for the Health Information Specialist position at County of Santa Clara CA?

What is the career path for a Health Information Specialist?

Job openings at County of Santa Clara CA

Not the job you're looking for? Here are some other Health Information Specialist jobs in the Santa Clara, CA area that may be a better fit.

We don't have any other Health Information Specialist jobs in the Santa Clara, CA area right now.

AI Assistant is available now!