Custodian of Records - Medical Record Request Team Supervisor (HCA Program Supervisor II)
Custodian of Records - Medical Record Request Team Supervisor (HCA Program Supervisor II)
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$ 78644 - 105996
1 Vacancy
Job Description
CAREER DESCRIPTION
CUSTODIAN OF RECORDS MEDICAL RECORD REQUEST TEAM SUPERVISOR(HCA PROGRAM SUPERVISOR II)
In addition to performancebased merit increases this position is scheduled to receive salary range increases on the following dates:
Effective June.00% increase
Salary may be negotiable within the range listed above based on position requirements and successful candidates qualifications subject to appropriate authorization.DEADLINE TO APPLY
This recruitment is open to the public for a minimum of five (5) business days. Qualified applicants are encouraged to apply immediately as the recruitment will close on
WEDNESDAY MAY 28 2025 AT 11:59 PM (PST)
The openeligible list established by this recruitment will be used to fill current and future HCA Program Supervisor II positions within this specialty. This recruitment may also be used to fill positions in similar and/or lower classifications throughout the County.
THE AGENCY
TheCounty of OrangeHealth Care Agency (HCA)is a dynamic organization dedicated to creating and supporting an environment that promotes the achievement of optimal individual family and community health. Under the direction of the Agency Director a new and dynamic executive team with an organizational structure comprised of five (5) service areas Administrative Services Behavioral Health Services Correctional Health Services Specialized Medical Services and Public Health Services is committed to meeting the health needs of the diverse Orange County community.
THE DEPARTMENT
Government Affairs and Communications is a dynamic and multifaceted department within the Health Care Agency. It includes the Custodian of Records Communications and Legislative Affairs divisions. Through transparency engagement and policy coordination the department promotes public trust ensures compliance with records laws leads strategic communications across the agency and monitors legislation impacting health services. Government Affairs and Communications plays a vital role in connecting the agency with the public media and policymakers while safeguarding the integrity and accessibility of public information.THE OPPORTUNITY
The HCA Program Supervisor II position in Custodian of Records (COR) is responsible for supervising and supporting the COR Medical Record Request Team. This position oversees staff responsible for processing validating and coordinating medical records requests subpoenas and court orders in strict compliance with HIPAA and other health care regulations.
The duties and responsibilities for the HCA Program Supervisor II position include but are not limited to the following:
- Provide expert guidance on complex and sensitive medical records requests ensuring compliance with legal mandates and confidentiality requirements.
- Lead the COR team in processing a high volume of requests while reviewing numerous pages of medical records to prevent breaches and protect patient privacy.
- Ensure all requests are processed efficiently and accurately within strict statutory timeframes to protect the agency from fines and reputational harm.
- Review and respond to complex legal inquiries including subpoenas court orders medical record requests and search warrants in consultation with County Counsel.
- Collaborate with County Counsel and internal programs to mitigate legal risk and ensure appropriate disclosure of information.
- Promote best practices and provide training or technical assistance to ensure consistency and compliance in recordkeeping and disclosure efforts across the Health Care Agency.
- Manage and oversee the agencys document scanning contract including coordinating scanning efforts across multiple departments.
DESIRABLE QUALIFICATIONS & CORE COMPETENCIES
The ideal candidate will possess at least one (1) year of experience in handling requests from patients legal guardians third parties and external entities such as attorneys and law enforcement AND must be able to accurately interpret and respond to subpoenas court orders and search warrants involving protected health information.
In addition the ideal candidate will possess extensive knowledge and/or experience in the following core competencies:
Professional and Technical Expertise
- Applying laws and regulations related to HIPAA and confidentiality
- Reviewing and redacting sensitive medical and behavioral health records
- Triaging and prioritizing highvolume records requests
- Coordinating with County Counsel on subpoenas court orders and search warrants
- Managing agencywide scanning efforts and vendor coordination
- Using Microsoft Office and Adobe Pro to process track and deliver records
- Implementing procedures to improve turnaround times and reduce legal risk
Leadership and Engagement Managing Performance
- Leading confidently and taking personal responsibility for decisions and actions
- Leading and mentoring a multidisciplinary team
- Developing staff by providing opportunities for training and personal growth
- Analyzing situations accurately developing reasonable alternatives and taking effective action
- Generating enthusiasm and motivating others to act in support of program objectives
Building & Maintaining Relationships
- Representing the County in an effective and professional manner
- Handling high profile requests from the community with professionalism tact and diplomacy
- Effectively engaging target population to build trust and provide support
- Facilitating meetings or making presentations to internal and external stakeholders
Writing and Oral Communication Informing
- Composing clear concise and comprehensive reports and other written documents
- Listening effectively and presenting ideas and complex materials clearly concisely logically and persuasively both orally and in writing
- Encouraging open and productive communication
MINIMUM QUALIFICATIONS
Please clickhereto learn more about the minimum qualifications for the HCA Program Supervisor II position.PHYSICAL AND MENTAL REQUIREMENTS AND ENVIRONMENTAL CONDITIONS
Physical Requirements
Vision sufficient to read standard text read a computer monitor; speak and hear well enough to communicate clearly and understandably in person over the telephone and in small groups; independent body mobility to stand sit walk stoop and bend to access a standard office environment; manual dexterity to use hands arms and shoulders repetitively to operate a keyboard and to write.
Mental Requirements
Possess the ability to independently reason logically to analyze data reach conclusions and make recommendations; possess the ability to remain calm and appropriately focused in rapidly changing and difficult situations involving conflict complex issues controversy and diverse stakeholder groups and interests; possess the ability to deal calmly and effectively with emotional interactions.
Environmental Conditions
Will be required to interact with clients/patients; work in an office environment and/or a secure facility.
RECRUITMENT PROCESS
Human Resource Services (HRS) will screen all application materials to identify qualified applicants. After screening qualified applicants will be referred to the next step in the recruitment process. All applicants will be notified via email of their status in the process.
Veterans Employment Preference
The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and will provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click here(Download PDF reader)to review the policy.
Application Screening (Refer/NonRefer)
Applications and supplemental responses will be screened for qualifications that are highly desirable and most needed to successfully perform the duties of this job. Only those applicants that meet the qualifications as listed in the job bulletin will be referred to the next step.Structured Oral Interview SOI (Weighted 100%)
Applicants will be interviewed and rated by a panel of job knowledge experts. Each applicants rating will be based on responses to a series of structured questions designed to elicit the applicants qualifications for the job.
Based on the Departments needs the selection procedures listed above may be modified. All candidates will be notified of any changes in the selection procedure.
Eligible List
Once the assessment has been completed HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies.ADDITIONAL INFORMATION
Email Notification
Email is the primary form of notification during the recruitment process. Please ensure your correct email address is included in our application and use only one email account.
NOTE: User accounts are established for one person only and should not be shared with another person. Multiple applications with multiple users may jeopardize your status in the recruitment process for any positions for which you apply.
Candidates will be notified regarding their status as the recruitment proceeds via email through the site. Please check your email folders including spam/junk folders and/or accept emails ending with and . If your email address should change please update your profile at.
Frequently Asked Questions
Clickhere for additional Frequently Asked Questions.
For specific information pertaining to this recruitment please contactMariah Cuellar at (714)or.EEO INFORMATION
Orange County as an equal employment opportunity employer
encourages applicants from diverse backgrounds to apply.
Required Experience:
Manager
Employment Type
Full-Time
