At the County of Marin, our employees overwhelmingly report feeling their work is meaningful, they like the work they do, and they are proud to tell people "I work for the County of Marin." Discover more about us, our values and our organizational culture on the Department of Human Resources website. Read on to find out more about this opportunity.

DEPARTMENT OF HEALTH & HUMAN SERVICES:  

At Health & Human Services, we serve our community through the values of support, unity, trust and excellence with one common goal: to promote and protect the health, well-being, safety and self-sufficiency of all in Marin. Join our team of bright, committed, and energetic people who also want to make an impact through public service.

The Marin County Behavioral Health & Recovery Service's (BHRS) team within Health & Human Services connects the community with care and resources related to mental health and substance use. There is one (1) fulltime, regular vacancy role as the Health Information Management Administrator (HIM).  The role oversees the administration of the medical records team, ensuring their efficient management and confidentiality.  

The HIM Administrator coordinates and evaluates activities related to medical records, including their creation, use, storage, and disposition. They handle requests for access to medical records, conduct analysis of records, and resolve related issues across facilities in Marin County. This position will also serve as custodian of medical records for BHRS. The administrator serves as the point person for subpoenas and court orders for medical records. Supervision is vital to the role, with the administrator overseeing staff/ongoing coaching, assigning work, evaluating/writing performance reviews and discipline, if needed. Confidentiality and privacy of medical information are priorities for the administrator, who ensures compliance with HIPAA and other relevant regulations. To support medical records organization, the position requires implementing and maintaining various data collection, record keeping, tracking, filing, and reporting systems. The administrator also specializes in 42 C.F.R., Part 2, CA Welfare and Institute Code 5000, and HIPAA regulations, guiding clients, providers, and physicians on compliance matters. They ensure the privacy and confidentiality of medical information and consult with HHS Compliance and County Counsel as needed. 

Our Highly Qualified Candidate: 

The ideal candidate is an experienced professional in medical records management, regulatory compliance, and staff supervision. They should have a bachelor's degree in healthcare administration or a related field and progressive leadership experience in medical records management. They must be well-versed in HIPAA, 42 CFR Part 2, and California Welfare and Institutions Code 5000 and have technical expertise in electronic health record (EHR) systems. Strong analytical, supervisory, and organizational skills are essential for evaluating records activities, managing workflows, and implementing improvements.

Key attributes include:

• Leadership & Staff Development - Effectively supervise, train, and mentor a multidisciplinary team.
• Regulatory & Technical Expertise - Ensure compliance with health information regulations and manage EHR systems efficiently.
• Problem-Solving & Organization - Address challenges in medical records management with strong analytical and planning skills.
• Collaboration & Communication - Build trust with internal and external stakeholders while conveying complex regulations clearly.
• Client-Focused & Adaptable - Prioritize client needs and remain composed in a dynamic healthcare environment.

This candidate will excel in leadership, compliance, and operational efficiency, supporting Marin County's Health and Human Services Department.

Qualifications

Knowledge of: 

• Principles and practices of employee supervision, including organization, review, evaluation, and disciplining staff.
• Medical, administrative, ethical, and legal requirements, and accrediting standards related to healthcare delivery and health information management.
• Methods of training staff in work procedures and related County policy and procedures.
• Knowledge of CA Welfare and Institute Code 5000,42 C.F.R., Part 2 and Health Insurance Portability and Accountability Act (HIPAA).
• Medical and psychiatric terminology and current Diagnostic Statistical Manual classification.
• Best practices and procedures involving hybrid and electronic health records.
• Content and uses of medical records.
• Federal and State laws governing medical record administration.
• Office procedures, methods, and equipment, including computers and applicable software applications such as word processing, spreadsheet databases, and electronic health record system and healthcare applications.
• Needs of clients served by a public health and social service agency.

• Plan, organize, and supervise and review the work of staff.
• Analyze and evaluate medical records, work procedures, and effect change.
• Perform analytical, programmatic, and administrative duties involving the use of independent judgment and personal initiative.
• Understand, interpret and apply statutes, regulations, and written directions.
• Counsel mental health clients on their rights regarding medical information.
• Interpret and implement CA Welfare and Institute Code 5000, 42 C.F.R., Part 2, and HIPAA regulations.  
• Provide consultation to departmental managers on client record issues.
• Establish and maintain effective working relationships with staff, clients, medical providers, and community agencies.
• Develop procedures, protocols, and agreements necessary to implement and administer a medical record system.
• Read, understand and extract complex medical information.

All applicants will receive email notifications regarding their status in the recruitment process. Please be sure to check your spam settings to allow our emails to reach you. You may also log into your Governmentjobs.com account to view these emails. 

Testing and Eligible List: Depending on the number of qualified applications received, the examination may consist of a highly qualified review, application screening, online assessment, written examination, oral examination, performance examination, or any combination to determine which candidates' names will be placed on the eligible list. The eligible list established from this recruitment may be used to fill the current vacancy, and any future vacancies for open, fixed-term, full-time or part-time positions which may occur while the list remains active. 

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

Equal Employment Opportunity Employer: If you have questions regarding equal employment opportunities, please contact Roger Crawford, Equal Employment Opportunity Director, at 415-473-2095. If you have questions concerning this position announcement, please contact Cassie Folan at cassie.folan@marincounty.gov.