The Butte County Department of Behavioral Health is currently recruiting for a Medical Records Manager. This position is a vital part of the department helping to bridge communication between program leadership, Medical Record Supervisors, support staff, clinical staff, and medical staff. A qualified candidate will have a strong understanding of medical records, Protected Health Information, and medical office procedures.
 
This is a dynamic position that requires a high-level of adaptability, critical thinking, public and professional contacts, effective written and verbal communication skills, and the ability to strategize and implement plans and processes both thoughtfully and quickly. 
 
An ideal candidate for this position should enjoy working in a diverse environment, building consensus when there may be many differing viewpoints, collaborating at all levels within the department, working to resolve complex issues, and creating a supportive and effective work environment for the team they manage. 

If you are hired for this position, you will be responsible for overseeing the clerical support operations for the department and supervising the Medical Record Supervisors as well as Health Services Assistants as needed. Apply to be a part of our team!

FLSA: Exempt

DEFINITION

Under general direction, manages and directs the operation of the medical records unit for the Behavioral Health Branch of Health and Human Services; develops policies and procedures related to the management of medical records and support staff; assumes responsibility for privacy, security, quality improvement, data collection, and correcting charting errors related to clerical functions; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the Deputy Branch Director Behavioral Health. Exercises direct supervision over supervisory, professional, technical, and administrative support staff through subordinate levels of supervision. 

CLASS CHARACTERISTICS

This is a management classification responsible for planning, organizing, reviewing, and evaluating all activities related to medical records management within the Behavioral Health Branch. Incumbents are responsible for performing diverse, specialized and complex work involving significant accountability and decision-making responsibilities, which include developing and implementing policies and procedures for the County’s centralized health records management system. Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.

EXAMPLES OF TYPICAL JOB FUNCTIONS

• Plans, organizes, directs, coordinates and supervises the staff and operations of the medical records unit and other administrative and medical office support activities.
• Oversees medical records for department; coordinates the implementation and maintenance of the automated medical record management system and monitors medical records for compliance with legal requirements; confers with other staff concerning quality compliance issues records privacy requirements, and other records management issues.
• Develops and implements policies and procedures relating to the management, retention, and storage of medical records and clerical support; ensures that County policies and procedures are in compliance with all legal requirements pertaining to medical records; updates policies as necessary.
• Acts as the liaison between departmental programs, leadership, and staff to resolve internal issues related to office support functions.
• Supervises, directs, trains, and assigns the work of clerical, medical records, and other assigned staff, either directly or through subordinate supervisors and lead staff.
• Evaluates employee performance and recommends employee selection, initial disciplinary action and other personnel activities.
• Prepares a diverse range of reports for submission for internal review and to external oversight agencies; reviews data to ensure it is properly formatted and compliant with reporting requirements; uploads and submits data.
• Reviews subpoenas and requests for medical records from attorneys and other agencies; represents the County in court as the custodian of medical records.
• Develops, coordinates and 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 as well as additional training related to clerical support and general departmental functions.
• Works with Department management in the development of interconnected departmental processes.
• Manages 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.
• Answers inquiries provides information and resolves complaints from the public or other agencies, which frequently requires the use of judgment and the interpretation of policies, rules and procedures.
• Participates in preparing and monitoring the program budget; prepares a variety of narrative, statistical and fiscal reports; maintains records and compiles data and information pertaining to medical records and other administrative issues.
• Performs related duties as assigned or needed.

Knowledge of:

• Organization and management practices as applied to the development, analysis, and evaluation of the medical records program policies and operational needs.
• 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.
• Administrative principles, practices, and methods including goal setting, program development, implementation and evaluation, policy and procedure development, quality control, and work standards. 
• Medical records management practices pertaining to public health and behavioral health clinics and acute care facilities.
• Supervisory practices and principles, including work planning, scheduling, review and evaluation, and employee training and discipline.
• Applicable laws, rules and regulations, including MediCal and the Health Insurance Portability and Accountability Act (HIPAA). 
• Medical terminology and related resource documents.
• Current trends relating to records management, privacy, security and compliance in behavioral health and public health systems.
• Basic budgetary principles and practices.
• 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.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability To:

• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.
• Develop and implement goals, objectives, practices, policies, procedures, and work standards.
• Provide administrative, management, and professional leadership for the Medical Records Unit and other support staff.
• Write technical reports, desk manuals, and other media.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and the County in meetings with governmental agencies and regulatory organizations; and in meetings with individuals. 
• Attend and participate in committees or workgroups.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural and legal 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. 

Education and Experience:

Any combination of training, experience and educational degrees that would provide the required knowledge, skills, and abilities is qualifying. Substitutions will be made on a year for year basis. A typical way to obtain the required qualifications would be:

 High school diploma or equivalent GED certificate; and

 Three (3) years of increasingly responsible medical records program management experience, including one (1) year of lead or supervisor experience.

Certifications and Licenses:

• 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.
• Possession of, or ability to obtain, the American Health Information Management Association, Registered Health Information Technician credential, is desirable. 

PHYSICAL DEMANDS

• Mobility to work in a standard office setting and use standard office equipment, including a computer; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects up to 10 pounds.
• Vision to read printed materials and a computer screen. 
• Hearing and speech to communicate in person and over the telephone.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

WORKING CONDITIONS

• Employees work in multiple office environments located throughout the County, with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
• Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

EQUIPMENT AND TOOLS UTILIZED

• Equipment utilized includes personal computer, fax machine, and standard office equipment.

Disaster Service Worker

All Butte County employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker related training as assigned, and to return to work as ordered in the event of an emergency.