Medical Record Technician

Job Description

Under general supervision, 2112 Medical Records Technician assists in analyzing, coding, and compiling all medical records on patients treated at City and County medical facilities; may assist the medical staff in the selection of cases for specific research projects; supervises clerical staff assigned to the Medical Records Department.

Examples of essential duties of this position include, but are not limited to:

1. Assists in training and mentoring of assigned clerical personnel; monitors and leads medical records clerks/ clerical personnel by medical records clerical needs, making periodic reviews of the quality and quantity of work performed; assists in workflow development; assists in developing production standards to meet departmental goals; conducts in-service training.      
2. Serves as a liaison with medical health care providers, managers, and requestors by communicating medical records information in a timely manner; providing orientation and/or responses to medical record functions, procedures, and responsibilities; attending meetings as needed; resolving problems as encountered and promoting understanding and cooperation with medical record users.
3. Analyzes medical record deficiencies in accordance with Information Management Standards mandated by JCAHO/Title 22 by scanning the records for appropriate signatures, medical entries, inclusion of proper forms and reports, and special audit requests to ensure a complete and concise legal document, timely assignment, and tracking of physician documentation deficiencies.
4. Manages complex eFaxes workflow.
5. Codes diseases and medical operations using an encoder and required EHR by using ICD-10-CM, ICD-10-PCS, and CPT as required by the Center for MediCare and MediCaid Services, American Medical Association, State of California, the Joint Commission on the Accreditation of Hospitals Organization, and Title 22 Standards in order to provide information for billing, data, research and retrieval of patients’ records by diagnosis and procedures performed.
6. Processes medical records of patients by assembling, analyzing, coding, and checking for compliance with established policy on nomenclature and procedures; files charts and assists in the revision of files.
7. Abstracts information from medical records for statistical indexing and for the preparation of summary reports to official agencies requesting medical information on patients.
8. Assists medical staff in compiling data for research projects.
9. When required, prepares hospital records to be taken to court and assumes responsibility for the return of such records to their proper place.
10. Consults with doctors, nurses, and other personnel in order to issue complete, up-to-date, and accurate medical records.
11. The 2112 Medical Records Technician may perform other duties as required/assigned.

In addition to the general 2112 duties described above, the link below outline specific responsibilities for positions included in this recruitment.

• The Office of Compliance and Privacy Affairs Compliance Auditor Job Description

Qualifications

1. Experience: One (1) year of experience, within the last five (5) years, performing one of the following duties: abstraction of medical information, coding, or release of medical information; AND

2. License and Certification: Possession of a valid Registered Health Information Technician (RHIT) certification

Substitution: Possession of a valid Registered Health Information Administrator (RHIA) certification may substitute for the required experience and the RHIT certification.

Special Conditions and Conditions of Employment associated with some 2112 Medical Records Technician positions:

• Trauma Registrar: Possession and/or completion of the following certification/courses within 12 months of hire
  • AAAM AIS Course Certificate
  • Certificate from trauma registry course
  • ICD-10 Course Certificate dated within the past five years

• Cancer Registrar: valid Certified Tumor Registrar (CTR) credential issued by the National Cancer Registrars Association (NCRA) within 12 months of hire

One year fulltime employment is equivalent to 2,000 hours (2,000 hours of qualifying work experience is based on a 40-hour work week).

Verification of Education and Experience: 

Every application is reviewed to ensure that you meet the minimum qualifications as listed in the job ad. Review SF Careers Employment Applications for considerations taken when reviewing applications.   

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education or experience verification is required, information on how to verify education and experience requirements, including verifying foreign education credits or degree equivalency, can be found at https://careers.sf.gov/knowledge/experience-education/. 

Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco. 

Additional Information

After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following.

Assessment Component
Candidates must complete the linked Training and Experience (https://forms.gle/TAEY8SnnN4REYqKJ7) exam prior to applying. The Training and Experience (T&E) questionnaire is designed to measure the knowledge, skills, and abilities in job-related areas.

Training and Experience (Weight: 100%): Candidates must achieve a passing score on the Training and Experience exam in order to continue in the selection process and will be placed on the confidential eligible list in rank order according to their final score.

Candidates must achieve a passing score on the T&E exam in order to continue in the selection process and will be placed on the confidential eligible list in rank order according to their final score. 

Additional selection processes may be conducted by the hiring department prior to making final hiring decisions. 

Certification
The certification rule for the eligible list resulting from this examination will be the Rule of List.

Eligible List/Score Report: 
A confidential eligible list of applicant names that have passed the civil service examination process will be created and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission. 

Candidate names will remain on the list for a maximum period of 12 months. Candidates who are not selected and expire off the list may re-apply. 

To find Departments which use this classification, please see the city’s Position Counts by Job Codes and Departments.

Terms of Announcement and Appeal Rights: 

Applicants must be guided solely by the provisions of this announcement, including requirements, time periods, and other particulars, except when superseded by federal, state, or local laws, rules, or regulations. [Note: The correction of clerical errors in an announcement may be posted on the Department of Human Resources website at https://careers.sf.gov/.]  

The terms of this announcement may be appealed under Civil Service Rule 110.4. Such appeals must be submitted in writing to the Department of Human Resources, 1 S Van Ness Avenue, 4th Floor, San Francisco, CA 94103-5413 by close of business on the 5th business day following the issuance date of this examination announcement. Information concerning other Civil Service Commission Rules involving announcements, applications, and examination policies, including applicant appeal rights, can be found on the Civil Service Commission website at https://sf.gov/departments/civil-service-commission 

Additional information regarding Employment with the City and County of San Francisco:  

• Information About the Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Seniority Credit in Promotional Exams
• Right to Work
• Copies of Application Documents
• Diversity Statement

Where to Apply 

All job applications for the City and County of San Francisco must be submitted through our online portal. Please visit https://careers.sf.gov/ to begin your application process.  

Applicants may be contacted by email about this recruitment. Please consider using a personal email address that you check regularly rather than a work or school account. 

Computers are available for the public (9:00 a.m. to 4:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor and at the City Career Center at City Hall, 1 Dr. Carlton B. Goodlett Place, Room 110. 

Ensure your application information is accurate, as changes may not be possible after submission. Your first and last name must match your legal ID for verification, and preferred names can be included in parentheses. Use your personal email address, not a shared or work email, to avoid unfixable issues. 

Applicants will receive a confirmation email from [email protected] that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.  

Your application will be active for the duration of the eligible period listed above. You do not need to reapply during this period. 

If you have any questions regarding this recruitment or application process, please contact the analyst, Hanz Pagao (she/her/hers),at [email protected] or (628) 271-6839.

We may use text messaging to communicate with you on the phone number provided in your application. By applying, you accept the Trust and Privacy Policy and you may opt out of text messaging anytime. 

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.