County of Alameda

DESCRIPTION

Under direction, to analyze, code and compile medical records on patients receiving services through the Health Care Services Agency’s California Children’s Services (CCS) Program; to assist the medical staff in selecting cases for quality assurance/improvement; to supervise assigned technical and clerical staff, and perform related duties as required for their unit or the Health Care Services Agency.


DISTINGUISHING FEATURES

This classification is a first-line manager who performs or supervises the most difficult medical record work, and manages the performance of staff engaged in the more routine tasks of developing, storing, maintaining and retrieving, coding and analyzing all patient records for their unit. This classification also acts as the County CCS system administrator for the electronic state case management system.

EXAMPLES OF 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. Plans, organizes and supervises a staff engaged in coding, analysis, or other related medical records functions and the maintenance of a central file of individual patient's medical records.

2. Interviews and selects employees; establishes a standard of performance; supervises the training or trains assigned technical and clerical staff.

3. Collects, abstracts information from medical records, prepares and analyzes statistical data; reviews patient records for accuracy and completeness, and arranges for authorized corrections and deletions as necessary.

4. Reviews and revises working procedures to achieve compliance with changes from regulatory agencies which govern medical information; facilitates evaluations of patient information documented in the medical record.

5. Maintains data on program management information systems or personal computers; monitors current systems (manual and computer); studies feasibility of change and the implementation of new systems; makes recommendations, and implements or assists in the implementation of, new systems; and coordinates with Public Health’s CCS Program and State DHCS on changes or enhancements to the electronic case management system.

6. Prepares summary reports for program management prepares narrative, statistical and graphic reports and correspondence.

7. Manages the maintenance medical records standards in compliance with local, state and federal requirements; maintains data and prepares reports as required by external regulatory agencies and others; and may maintain statistical records on special studies/projects.

8. Consults with program staff to insure complete, up-to-date and accurate medical records; assists medical staff in selecting cases and compiling data for quality assurance/improvement projects.

9. Provides input in planning and budgeting for new systems and procedures; orders supplies to support unit functions within the approved budget.

10. Oversees the production and provision of medical records pursuant to subpoenas’ and releases of information, attests to their authenticity and accuracy and assumes responsibility for the return of medical records.

11. Represents unit at CCS Program and department related meetings.

MINIMUM QUALIFICATIONS

Either I

Experience:

The equivalent of three years of full-time experience in coding, analysis or other related medical records technical functions in the Alameda County classified service, two years of which must have been at the supervisory level. Successful completion of the Alameda County Management Academy “Management & Supervision Certificate Program” may substitute for one year of supervisory level experience.

Or II

Experience:

The equivalent of three years of full-time experience in coding, analysis or other related medical records technical functions in a hospital or medical facility or health program, two years of which must have been at the supervisory level.

And

Education:

Successful completion, within the last five years, of coursework in medical terminology, human anatomy, physiology and ICD9 or ICD10 coding.

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

KNOWLEDGE AND SKILLS

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:

• Applicable standards and regulations pertaining to the development and maintenance of patient medical records.
• Medical records coding systems, medical terminology, anatomy, physiology and disease processes.
• Medical records management and storage operations, medical staff policies and procedural issues.
• Principles and practices of supervision, training practices and techniques.
• Computer technology and its applications in medical records.
• Current HIPAA regulations regarding privacy, security and confidentiality as it pertains to Protected Health Information (PHI).
• Microsoft Word, Outlook, Excel and data entry programs.

Ability to:

• Extract, analyze, and create statistical data reports.
• Prepare abstracts and summaries of medical records.
• Perform medical records analysis.
• Recognize and follow-up on inconsistencies in medical records.
• Ensure that confidentiality and release of medical information comply with HIPPA guidelines and legal requirements.
• Plan and organize work activities.
• Make decisions and use good judgment in delegating authority and setting performance standards.
• Analyze data and draw logical conclusions.
• Problem solve.
• Understand medical information systems.
• Provide leadership and exercise management control.
• Be flexible to provide input and problem solving as needed to staff, departments and medical staff.
• Maintain awareness of all legislative changes, including pending changes affecting areas of medical record coding.
• Demonstrate interpersonal sensitivity to tactfully and cooperatively maintain effective working relationships with other medical center divisions and with federal, state and other agencies/departments.
• Communicate effectively orally and in writing with linguistic and culture proficiency, prepare clear and concise reports and correspondence.
• Follow prescribed procedures and organizational policies.
• Incorporate ethical standards of practice into all interaction with individuals, organizations and communities.

CLASS SPEC HISTORY

JGS:lm
Typed: 2/13/96
Old spec doc #: 1295H.WPF
New spec doc #: 1459.doc
GE:pf Rev. 2/6/01
CSC Date: 3/14/01
DRH:po Revised 7/24/08
CSC Date: 9/10/2008
IC:cs Revised/Retitled 9/29/15
Old Title: Patient Records Supervisor
CSC Date: 10/28/15
LC:cs Revised/Retitled 5/6/16
Old Title: Patient Records Manager
CSC Date: 6/8/16

BENEFITS

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)
• Accidental Death and Dismemberment Insurance 
• 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
• Management Paid Leave**
• 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.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.