County of Alameda

Under general supervision, to do medical clerical work of a difficult and specialized nature; and to do related work as required.  

DISTINGUISHING FEATURES  

This is a specialized clerical class.  Incumbents provide clerical support for professional medical personnel.  Positions in this class perform, as a regular assignment, duties requiring the ability to accurately record information in medical information systems including electronic databases, extract or input information working in electronic and paper medical charts and documents and correctly use and spell an array of medical terminology without frequent reference to specialized medical dictionaries. Incumbents of positions in this class perform duties requiring the exercise of initiative and judgment significantly beyond that of the journey-level class of Clerk II.  

This position is distinguished from the next higher‑level class of Medical Record Technician in that the latter is located within a medical record department, California Children's Services and requires technical training and in‑depth knowledge of the current version of the International Classification of Diseases coding systems, medical terminology, anatomy, and physiology reports from these in order to perform the assigned duties.

NOTE:  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.

1. Extracts, from medical records, treatment forms, and phone contact information concerning conditions, treatments, tests, medications, operative procedures, final diagnoses of clients and associated health care providers; sends information to appropriate public health nurse, nurse manager, clinician, legal and health care organization, and other agencies, as necessary.
2. Reviews clients’ medical records for completion and accuracy, prepares statements of diagnosis and treatments, and extracts information required for the completion of forms for public health programs, insurance carriers, including California Medi-Cal, pharmacies, providers, and benefits agencies.  
3. Updates client/case management databases of medical, dental, developmental, and behavioral health care for completion and accuracy, based on diagnosis, treatments, plans of care or demographics and extracts all information necessary to meet requirements for the completion of program reports to state and county for purposes of quality improvement and annual audit.
4. Receives, reviews, and processes medical records information and reports containing a wide variety of specialized medical information.
5. Conducts telephone calls with clinical providers, clients, client families, foster care substitute care providers, and other professional staff; routes calls, greets clients, provides information, receives information, delivers messages, schedules appointments and meetings.
6. Uses computer to request appropriate information to complete case management, financial eligibility, and billing processes, refers to ICD-9CM or ICD-10CM for the completion of tasks.
7. Orders and restocks supplies for work unit.  Prepares documentation for purchase orders for suppliers.
8. Maintains electronic and paper files of clients’ medical records, prepares records for offsite archiving, and retrieves records from archive as needed.  Prepares documents for contractual agreement with records management company.  
9. Sends and receives documents received via U.S. mail, e-fax, e-mail and electronic information systems and appropriately reviews and distributes.  
10. Prepares paperwork or electronic documents for transfer of clients, files medical documents in clients’ e-charts, and replaces folders and labels on physical charts as necessary.
11. Types and formats forms, letters, and memoranda or other related documents as needed.

EITHER I

Experience:  

The equivalent of one (1) year of full-time experience in the class of Clerk II or in an equivalent or higher-level clerical class in the Alameda County classified service.   

OR II  

Experience:  

The equivalent of one (1) year of full-time experience in clerical work involving the use and interpretation of a wide variety of medical terminology.     

NOTE:    The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

NOTE:  The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Duties" section of this specification.  

Knowledge of:  

• Modern office practices and procedures including business correspondence, e-filing, electronic faxing, and standard office equipment operations, including computers.
• Medical terminology, human anatomy, laboratory test terminology and physiology.
• Components and format of medical records.
• Medical information systems.
• Current HIPPA regulations regarding privacy, security, and confidentiality as it pertains to Protected Health Information (PHI).
• Current adaptation of the International Classification of Diseases coding system used for coding and classifying diseases, diagnoses, and medical procedures (i.e., ICD-9CM or ICD-10CM).
• Ten Essential Public Health Services.  

Ability to:  

• Provide courteous and prompt customer service to clients by telephone.
• Be flexible and reprioritize activities upon direction from supervisor.
• Communicate clearly, both orally and in writing with attention to linguistic preferences and cultural proficiency.
• Perform electronic data extraction, data entry, and type correspondence and documents.
• Identify and correct errors in English usage and grammar.
• Correctly use and spell a wide variety of medical terms.
• Extract information from medical records.
• Follow prescribed procedures and organizational policies independently.
• Recognize and describe the circumstances of vulnerable populations including socioeconomics, life expectancy and environmental factors that affect health equity.
• Incorporate ethical standards of practice into all interactions with individuals, organizations, and communities.
• Establish and maintain effective working relationships with clients, their families, providers, staff, internal and external partners and the general public in a variety of ethnic and cultural communities.
• Demonstrate interpersonal sensitivity.
• Manage multiple and changing priorities.

State Clerical Study

Retyped: 3/76: nw

Retyped: 8/76: mdc

TMZ:pb Updated: 10/86

BVA:pb Revised: 6/90

Old doc:  0ll0h

updated jc  7/00

New doc:   1126.doc

CSC Date:  7/18/90

DRH:sw  Rev. 5/3/02

CSC Date   5/8/02

LC:ah Rev. 1/3/17

CSC Date: 2/1/17

SK:sa Revised 07/05/2022

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees) 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.