Medical Records Clerk (2110) - San Francisco Dept. of Public Health

The Department of Public Health prioritizes equitable and inclusive access to quality healthcare for its community and values the importance of diversity in its workforce. All employees at the Department of Public Health work to advance equity, inclusion, and diversity with a specific lens and focus on race, ethnicity, gender, sex, sexuality, disability, and immigration status. 

• Application Opening : Friday, May 9th, 2025
• Application Deadline : Application filing will close on or after Friday, May 16th, 2025.
• Salary: $74,750 - $90,896 Annually
• Appointment Type: Permanent Civil Service
• Recruitment ID: CBT-2110-H00142

The Mission of the San Francisco Department of Public Health (SFDPH) is to protect and promote the health of all San Franciscans. SFDPH strives to achieve its mission through the work of multiple divisions - the San Francisco Health Network, Population Health, Behavioral Health Services, and Administration. The San Francisco Health Network is the City’s only complete system of care and has locations throughout the City, including Zuckerberg San Francisco General Hospital and Trauma Center, Laguna Honda Hospital and Rehabilitation Center, and over 15 primary care health centers. The Population Health Division (PHD) provides core public health services for the City and County of San Francisco: health protection, health promotion, disease and injury prevention, and disaster preparedness and response. Behavioral Health Services operates in conjunction with SFHN and provides a range of mental health and substance use treatment services.

Under general supervision, the 2110 Medical Records Clerk abstracts medical data, assists with the organization and maintenance of medical records.

ESSENTIAL DUTIES 

• Reviews and analyzes medical charts for completeness and accuracy; indexes and categorizes scanned documents into the Electronic Health Record (EHR) system using appropriate document types and descriptions 
• Performs quality assurance checks to ensure accuracy and compliance with documentation standards 
• Conducts data integrity tasks, including identity verification, correction of patient information, and resolution of EHR/document errors 
• Ensures the completeness of medical records by identifying inconsistencies or omissions and following up with relevant personnel to resolve issues 
• Reanalyzes and reviews records for completeness, clears deficiencies, and finalizes charts within the EHR system 
• Audits transcribed reports and incomplete charts to verify accuracy and compliance with medical record standards 
• Utilizes EHR scanning and dictation systems for data entry and documentation 
• Provides responsive and professional customer service to individuals and entities requesting medical records, including patients, healthcare providers, third-party vendors, legal representatives, auditors, and internal departments 
• Prepares detailed medical abstracts in response to inquiries from healthcare providers, insurance companies, legal entities, and other organizations, summarizing key patient information such as test results, procedures, diagnoses, and treatment histories 
• Processes and completes official documentation such as birth and death certificates in accordance with legal and organizational standards 
• Coordinates the collection of medical records from external providers and institutions when initiating new cases 
• Manages the electronic intake and processing of incoming and outgoing faxes, ensuring proper classification and documentation within standard Health Information Management (HIM) workflows 
• The 2110 Medical Records Clerk may perform other duties as assigned. 

MINIMUM QUALIFICATIONS - Required

EXPERIENCE: One (1) year of experience, within the last five (5) years, performing one of the following duties:

• Abstraction of medical information
• Coding
• Release of medical information
• Working in any healthcare setting dealing with medical records.

Substitution:

• One (1) year of clerical experience AND completion of a comparable Community College course indicated below from a Health Information Technology Program approved by the American Health Information Management Association (AHIMA): Introduction to Health Information Technology, Organization of Health Data, Medical Terminology and Legal Aspects of Health Records, may be substituted for the required experience; OR
• Possession of a valid Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) certification may be substituted for the required experience.

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

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).

Important Note: Please make sure it is absolutely clear in your application exactly how you meet the minimum qualifications. Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Please be aware that any misrepresentation of this information may disqualify you from this recruitment or future job opportunities. 

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

Assessment Component
Candidates that meet the minimum qualifications will be invited to participate in the written multiple-choice exam that is designed to measure the knowledge, skills, and abilities in job related areas which may include but not be limited to:

• Knowledge of: Medical terminology and basic medical procedures and practices; modern office methods and procedures.
• Ability and Skill to: Understand and follow complex oral and written instructions; maintain complex medical records and prepare reports from such records; establish and maintain effective working relationships with physicians, other employees, patients and the general public.

Written Multiple-Choice Examination: (Weight: 100%) 

Candidates must achieve a passing score on the written multiple-choice 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 the List Scores.

Eligible List/Score Report:
Once you pass the exam, you will be placed onto an eligible list and given a score and a rank. For more information, visit https://careers.sf.gov/knowledge/process/.

The duration of the eligible list resulting from this examination process will be six (6) months and may be extended with the approval of the Human Resources Director.

How to apply:

Applications for City and County of San Francisco jobs are only accepted online at careers.sf.gov.

Our e-mail communications may come from more than one department so please make sure your email is set to accept messages from all of us at this link.

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.

Applicants will receive a confirmation email 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.

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 http://sfgov.org/civilservice/rules.  

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 Workers
• Reasonable Accommodation
• Right to Work
• Copies of Application Documents
• Diversity Statement
• Veterans Preference

If you have any questions regarding this recruitment or application process, please contact the analyst, Elaine Adams at [email protected] or (628) 271-6974. 

We may use text messaging to communicate with you on the phone number provided in your application. The first message will ask you to opt in to text messaging.

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.