Medical Records Supervisor

About the role

This classification is scheduled to receive a 5% COLA effective July 2027. The Department of Behavioral Health is seeking a Medical Records Supervisor.

Responsibilities

• Provides strong service-oriented leadership by fostering positive working relationships, delivering courteous and responsive customer service, and ensuring staff have the resources and guidance needed to perform their duties effectively.
• Maintains consistent communication across programs, relays operational changes appropriately, and offers meaningful feedback through regular supervision, site visits, and timely performance evaluations.
• Models accountability, transparency, and openness to feedback while holding staff to clear expectations in a supportive and respectful manner.
• Maintains a solid understanding of government policies, procedures, confidentiality standards, and HIPAA regulations, ensuring all work is performed with accuracy, compliance, and professionalism.

Requirements

• Knowledge of principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.
• Knowledge of principles and practices of leadership.
• Knowledge of principles, practices, and procedures of office administration according to worksite location.
• Knowledge of organization and management practices as applied to the development, analysis, and evaluation of the medical records program policies and operational needs.
• Knowledge of medical records management practices pertaining to public health and behavioral health clinics and acute care facilities.
• Knowledge of applicable laws, rules and regulations, including MediCal and the Health Insurance Portability and Accountability Act (HIPAA).
• Knowledge of medical terminology and classification systems, including the International Classification of Disease and the Diagnostic and Statistical Manual.
• Knowledge of current trends relating to records management, privacy, security and compliance in behavioral health and public health systems.
• Knowledge of modern office and customer service practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• Knowledge of applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• 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.
• Ability to supervise and perform varied and complex clerical, fiscal support, and customer service support work with accuracy and speed.
• Ability to type concise reports, correspondence, and other written materials from instructions.
• Ability to research and compile a variety of information and materials.
• Ability to understand, interpret, explain, and apply all pertinent laws, regulations, codes, and ordinances and County policies and procedures relevant to work performed.
• Ability to respond to and effectively prioritize multiple phone calls and other requests for service.
• Ability to make accurate mathematical and basic statistical computations.
• Ability to establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Ability to organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Ability to use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Ability to effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
• Ability to communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Ability to establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Qualifications

• High school diploma or equivalent GED certificate.
• Two (2) years of increasingly responsible medical records program management experience, including one (1) year of lead or supervisor experience.