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2110 Medical Records Clerk

Recruitment #TEX-2110-059565


2110 Medical Records Clerk



APPOINTMENT TYPE: Temporary Exempt/As-Needed 

Temporary exempt as-needed appointment not to exceed six (6) months or 1040 hours. Exempt employees are considered “at will” appointees and serve at the discretion of the appointing officer.




Positions may be located in sub-programs with:

1)     San Francisco General Hospital and Trauma Center*

2)     Laguna Honda Hospital and Rehabilitation Center*

3)     Department of Public Health’s Primary Care Health Services

4)     Department of Public Health’s Community Behavioral Health Services

5)     Community Health Network’s Forensics Health Services


*Currently recruiting for open positions.


NOTE: This applicant pool may be used to fill future vacancies up to six months from the recruitment closure date.



San Francisco General Hospital and Trauma Center and Laguna Honda Hospital and Rehabilitation Center’s  Health Information Services (HIS) Departments are accepting applications for as-needed, non-benefited positions in class 2110 Medical Records Clerk.


SHIFT:  To Be Determined.  Applicants must be prepared to accept either AM, PM and/or weekend shifts.


Under general supervision, the Medical Records Clerk is responsible for collecting, coding/abstracting and analyzing pertinent medical data in accordance with federal, state and local regulatory agencies.  The essential job functions include:

·        Conducts concurrent chart analysis to ensure completeness;

·        Conducts analysis of all medical charts for deficiencies and ensures that the content of medical records are  complete, consistent and recorded in conformance with prescribed standards;

·        Analyzes and merges duplicate medical records;

·        Codes less complex cases using ICD-9-CM and CPT4 coding systems;

·        Abstracts data for statistical reporting purposes;

·        Completes and sends birth and death certificates to the County Health Department;

·        Maintains close contact with physicians to ensure timely processing of records;

·        Maintains computer-based tracking systems;

·        Files medical records and loose materials in terminal digit order;

·        Prepares written deficiency notices;

·        Files, batches, and thins voluminous records when necessary;

·        Analyzes discharge summaries for completeness;

·        Screens charts for pertinent information in response to depositions, subpoena, court orders and other outside agencies;

·        Performs other related duties as assigned/required.

Minimum Qualifications


1.     One (1) year experience within the last five (5) years in a hospital medical records department or community health clinic/jails performing chart analysis for record completeness, data abstraction of medical information, coding, and release of medical information; OR

2A.  One (1) year clerical experience;  AND

2B.  Completion of comparable Community College Courses indicated below from a Health Information Technology Program approved by the Commission on Accreditation of Health Informatics and Information Management Education (CAHIIM).

  • Introduction to Health Information Technology
  • Organization of Health Data
  • Medical Terminology
  • Legal Aspects of Health Records


A.     Lifting Requirement:  Positions require the ability to lift and carry 25 lbs.

B.     Computer Operation Requirement:  During the interview and/or probationary period, you may/will be required to show proof of your ability to utilize a personal computer to enter, format and extrapolate/manipulate data.  Failure to perform this function may result in not being considered for the position or termination from employment.

C.    JMS - For positions with Jail Medical Services, a security clearance is required by the Sheriff's Department prior to appointment and must be maintained for current employment.



·        Bilingual; Spanish-speaking preferred for birth registry desk.

·        Experience in using SMS Rumba Invision, EAD system.

·        Familiarity with Softmed applications: ChartLocator, ChartFact, ChartScript, ChartRelease.

·        Experience with Microsoft Word, Excel, and Access.

·        Strong computer skills.

·        Excellent verbal and written communication skills. 

How To Apply

City and county of San Francisco employment applications must be filed on-line only.


Visit www.jobaps.com/sf to begin the application process.

·        Click and select the desired job announcement.

·        Click on “apply” and read and acknowledge the information.

·        Click on “I am a new user” or “I have Registered Previously.”

·        Follow the instructions on the screen.


Computer kiosks are located in the lobby of the Department of Human Resources, 1 South Van Ness Avenue, 4th Floor, San Francisco, for use by the public. The hours of operation are from 8:00 a.m. to 5:00 p.m. Monday through Friday.


If you have any questions regarding this recruitment, please contact:


SFGHTC’s Health Information Services

Barbara Dimanlig, RHIA

via Email: Barbara.Dimanlig@sfdph.org or via phone at 415-206-8511


LHH’s Health Information Services

Louise Lee

Via Email:  Louise.Lee@sfdph.org   or via phone at 415-759-3355



Verification of experience, education, and/or licensure may be required prior to appointment. Failure to provide verification may result in disqualification from the selection process.


Verification of education, licensure, or certification: Verification (proof) of education, licensure and/or certification, when requested, must be submitted. Applicants must submit a photocopy of their degree and/or transcript from an accredited college as proof of qualifying education.  Failure to submit the required verification of education when requested may result in rejection of the application.


Verification of experience: Verification of all experience must be on the employer's letterhead indicating the name of the applicant, job title, duties, hours per week with dates of service and must be signed by the supervisor or an appropriate representative.  City employees do not need to submit verification of qualifying City work experience if experience gained is from the class which appointed.  Credit for experience obtained outside of the employee's class will only be allowed if recorded in accordance with the provisions of Civil Service Commission Rules.  City employees relying upon qualifying work experience gained outside the City and County of San Francisco must submit written verification of such experience as described above. Verification of experience may be waived if impossible to obtain.  Waiver requests will be considered on a case-by-case basis.  The applicant must submit a signed statement with the application explaining why verification cannot be obtained.  Failure to submit the required verification or request for a waiver in a timely manner may result in rejection of the application.

Selection Procedures

The selection process will include evaluation of applications in relation to minimum requirements. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview.


Applicants meeting the minimum requirements are not guaranteed advancement in the selection process.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City 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.



1.   Applicants are encouraged to keep copies of all documents submitted.  The hiring department may require applicants to submit the same documents and/or additional documents at a later date. 

2.   Prior to appointment, at the Department’s expense, applicants may be required to take a TB screening test, and a medical examination. 

3.   Remember to indicate:  “ATTN:  TEX Class 2110 Medical Records Clerk” on all correspondence.

4.   Licensure, certifications and registrations must be kept current throughout length of employment.  Failure to demonstrate/show proof of this may result in termination of employment.

5.   Ensure your application and any attachments to the application submitted at the time of filing are complete and accurate and include details on all experience, education, training and other information that qualifies you for this recruitment.  Failure to submit a complete and accurate application at the time of filing may result in your ineligibility for this recruitment or inability to receive full credit for scoring purposes.  Any new information concerning work experience, education, training and other information that is submitted after the filing deadline may not  be used for scoring or considered to determine whether you meet the minimum qualifications.

6.   Applicants with disabilities requiring reasonable accommodation for this process must contact the analyst by phone (415) 206-5417 (voice) or, if hearing-impaired, (415) 557-4810 (TDD), or in writing (specify “TEX Class 2110 Medical Records Clerk) to DPH HR Merit Systems, 2789 25th Street, 3rd Floor, San Francisco, CA 94110.


The Department of Public Health is an Equal Opportunity Employer

Women, Minorities, and Persons with Disabilities are encouraged to apply



Issued: November 16, 2012
Announcement No.: TEX-2110-059565

Team DPH/LL (415) 206-5417  (01075031/01076004)


All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, typically a 7.5% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.