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Health Records Information Manager (Records Manager) - Continuous/Open Until Filled

Company: Government jobs
Location: Napa
Posted on: January 22, 2023

Job Description:

The Napa Valley


The Napa Valley - Internationally known for its fine wines exciting restaurants and world-class resorts, is home to 140,000 residents who share a strong sense of community and a legacy of preserving and protecting our rich agricultural heritage.

Located in the heart of California's preeminent wine region, the Napa Valley is also part of the dynamic San Francisco Bay Metropolitan Area. With its sunny Mediterranean climate and proximity to the mountains and ocean, the Valley offers residents easy access to virtually unlimited shopping, dining, cultural and recreational opportunities.

The Napa Valley's strategic location, natural and cultural resources, history of responsible land use planning and attractive quality of life provide the ideal mix of small town living and big city amenities.

County of Napa as an Employer

The County of Napa is a highly respected employer within the local community as well as throughout the region. We offer rewarding and challenging work, flexible hours, competitive salaries, a comprehensive benefits package and tremendous opportunities for career growth. At the County of Napa we truly value our employees and are committed to diversity in our family-oriented environment. This is why we are the Employer of Choice for more than 1,400 employees.

As an organization, the County is dedicated to improving the lives of our citizens and reflecting the best of the community's values: Respect, Accountability, Dedication, Integrity and Innovation.

The Position

The ideal candidate has a keen attention to detail and is result focused; has strong organizational and project management abilities; works collaboratively and effectively building and improving processes; is knowledgeable of state and federal privacy and record retention laws and regulations.

This position develops, implements and maintains a comprehensive information management program across Napa County Health and Human Services Agency divisions. Develops policies and procedures to organize, manage and protect client information and other personally identifiable information in paper and electronic form. Leads the effort to standardize information management practices and establishes systems to ensure appropriate retention, use and disclosure of records. A key resource to management and staff regarding health information management laws, regulations and standards. Serves as the custodian of all records for Napa County Health and Human Services Agency.

The Recruitment Process:

1. Applications will be accepted on-line until the current vacancy is filled.

2. Applications will be screened for minimum qualifications and supplemental questions will be scored by subject matter experts on a continuous basis. The most qualified applicants from the scoring of the supplemental questions will be invited for an Oral Panel Interview.

3. Oral Panel Interviews will be scheduled on a continuous basis. Only the most qualified candidates from the interview process will be placed on the eligibility list and may be considered to fill positions for up to one year.

The Human Resources Department reserves the right to change the recruitment process at any time.

Additional Pay Incentives:

HIRING BONUS: Applicants appointed to this position will receive a one-time signing bonus of$5,000; $2,500 of the hiring bonus will be paid in the second pay period of employment and the remaining $2,500 bonus will be paid upon successful completion of probation period.

LOAN FORGIVENESS PROGRAM: Applicants appointed to this position who attended and received a degree (Associate's or Bachelor's) consisting of a minimum of 60 credits/units at a regionally accredited school by the Council of Regional Accrediting Commissions are eligible to receive a payment up to $20,000 (or $30,000 if certified bilingual by Napa County) towards student loan(a). Loans must be existing loans, which the employee can prove they held as of their hire date and was borrowed while attending the accredited institution during the time the degree was earned. All payments will be made directly to the student loan lender once appropriate verifications have been made. In order to be eligible for loan forgiveness, the employee must complete five (5) years of satisfactory service with Napa County, without break in service.

Example of Duties

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Develops and facilitates the implementation of Health and Human Services Agency-wide policies, regarding creation, collection, protection, retention, use and disclosure of patient health and other personally identifiable records; Participate in the creation and maintenance of the units annual budget.

Plans, directs, coordinates and reviews the work plan for assigned staff; assigns work activities, projects, and programs; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.

Participates in the selection, training, motivation and evaluation of assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies.

Develops and maintains detailed documentation of all record locations and all technology utilized to capture, manage, store and report patient/client information.

Collaborates with the County Privacy Officer on the development and implementation of policies and procedures related to the handling, use, amendment, correction, restriction and disclosure of protected client information.

Designs and maintains the Agency Record Room physical environment.

Collaborates with County Counsel in the receipt and processing of subpoenas and serves as the custodian of records when required for legal purposes.

Collaborates with divisions that maintain paper records in their work area to ensure that the records are appropriately maintained and secured and ensures that only those records necessary to support daily operations are maintained in the work area.

Facilitates development of a record retention schedule for Health and Human Services Agency that takes into account the unique and varied types of records maintained by the department.

Establishes standard medical record forms, formats and bar-codes for paper documents.

Collaborates with the division in the development of forms and electronic templates to enhance high quality data collection.

Serves as an internal consultant on health information issues such as record storage and retrieval, record retention, workflow, authentication and documentation standardization.

Participates in monitoring, evaluating and improving the quality of client information.

Participates in defining appropriate role based access to electronic and paper records.

Participates in the selection of new and/or updated health information technology.

Periodically evaluates the effectiveness of record management procedures and processes across the divisions.

Maintains a professional certification and current knowledge of local, state and federal laws and regulations regarding the management of client information.

Monitors best practices and advancements in health information management to ensure on-going organizational adaptions and compliance.

Serves as a liaison to regulatory and accrediting bodies for matters related to clinical coding and health information management.

Participates in the development of a long-range information governance strategy for Health and Human Services Agency that addresses the following: Information Integrity and Quality; Information Design and Capture; Content and Records Management; Access, Security and Confidentiality; and Information Analysis, Use and Exchange.



Medical, administrative, ethical and legal requirements and accrediting standards related to healthcare delivery and the management of health information.

Electronic health records, health information systems and healthcare applications.

Medical terminologies and classification systems.

Budget preparation and administration.

Principles of supervision, training, and performance evaluation.

Recent developments, research methods, current literature, and sources of information related to assigned programs and service areas.

Terminology used in area of assignment.

Pertinent federal, state, and local laws, codes, and regulations.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets databases and electronic health record systems.

English usage, spelling, grammar, and punctuation.


Understand, interpret and apply statutes, regulations and written directions.

Manage individually identifiable client health and other personally identifiable records.

Collect, analyze and present client data.

Plan, schedule, and review the work of assigned staff.

Perform professional analytical, programmatic, and administrative duties involving the use of independent judgment and personal initiative.

Analyze administrative problems, budgets, programs, systems, and procedures to develop effective and comprehensive solutions.

Participate in the preparation and administration of budgets.

Provide consultation to departmental managers on client record issues.

Prepare clear and concise technical, administrative and financial reports; prepare clear, accurate and concise tables, schedules, summaries and other materials in statistical and narrative form.

Establish and maintain various data collection, record keeping, tracking, filing and reporting systems.

Understand, interpret and apply administrative and departmental policies and procedures as well as pertinent federal, state, and local laws, codes, and regulations.

Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records and reports.

Exercise initiative, ingenuity, independent analysis and judgment in solving administrative, managerial and technical problems.

Operate a variety of office equipment including personal computers and related peripheral equipment and software applications.

Communicate clearly and concisely, both orally and in writing.


Work primarily in a standard office setting with some travel to different sites and locations.

Work extended hours including evenings and weekends.

Stand or sit for prolonged periods of time.

Stoop, bend, kneel, crouch, reach, and twist.

Lift, carry, push, and/or pull light to moderate amounts of weight.

Use repetitive hand movement and fine coordination including using a computer keyboard.

Verbally communicate to exchange information.

Establish and maintain effective working relationships with those contacted in the course of work.

Any combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Three years of full-time experience performing duties related to health information management. Supervisory experience is highly desired.


Possession of a Bachelor's Degree in Health Information Management or related field; a Master's Degree is desired.

Preferred Certification:
Certification as a Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) is preferred.

Possession of a valid California Driver's License is required.

*Any license, certification, or registration required for this position shall be maintained (i.e. active and in good standing) at all times during employment with Napa County.
For continued employment with Napa County, you must maintain such license, certification, or registration to meet the minimum qualifications of this position.

ADA Accommodation
Applicants requiring accommodation during the application and/or selection process pursuant to the Americans with Disabilities (ADA) Act should contact County of Napa Human Resources at (707) 253-4303.

Napa County is an Equal Opportunity Employer.


SALARY /strong>
Salaries are based on a five-step range. Appointments are usually made at the beginning step with advances occurring at six months and the completion of each year thereafter. Salary rates are reviewed annually.

Click here for additional benefits information for Management Classified Employees:



Certain designated County positions require a candidate to pass a physical examination prior to appointment. Offers of employment are conditional upon successful completion of this examination.

All employees hired into allocated positions or extra help positions will be fingerprinted.

01 Instructions for Supplemental Application Questions. The following questions comprise one of the steps in the selection process for this position and are intended to assist you in presenting your qualifications. Only the information you provide in your answers to these questions will be evaluated and scored to determine the best qualified candidates to continue in the selection process for this position. Please be complete and specific in answering the questions as your score will be based on this information. Applications submitted without responses to the supplemental questions will not be evaluated. Although your experience and education should relate back to your application, your application and or resume will not be reviewed when scoring the supplemental questions. Therefore, please be as detailed as possible in your responses to the supplemental questions. I have read and understand the instructions presented above.

  • Yes
  • No

    02 The ideal candidate for this position will have a bachelor's degree or higher in a related field. Please select the highest education level applies to you:
    • No degree
    • Associate's Degree
    • Bachelor's Degree
    • Post-graduate Degree

      03 This position prefers that you possess certification as a Registered Health Information Technician (RHIT) or a Registered Health Information Administrator (RHIA). Please check which certification you possess:
      • Registered Health Information Technician (RHIT)
      • Registered Health Information Administrator (RHIA)
      • None

        04 Describe your experience creating, updating and maintaining policies and procedures for records information management systems.

        05 Describe Information Governance (IG) and the fundamental framework that drive the success of a robust records information management program.

        06 Describe your experience using technology to advance a work process or improve an initiative.

        07 Describe your experience applying federal and state privacy regulations to maintain the protection of sensitive health information.

        08 Describe your definition of diversity and how you have incorporated equity in your profession?

        * Required Question

Keywords: Government jobs, Napa , Health Records Information Manager (Records Manager) - Continuous/Open Until Filled, Healthcare , Napa, California

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