Medical Records Supervisor

Salary : $54,641.60 - $73,236.80 Annually
Location : Oroville/Chico Area, CA
Job Type: Regular Help
Job Number: 2612504131
Department: Behavioral Health Department
Opening Date: 07/07/2026
Closing Date: 7/21/2026 11:59 PM Pacific


Summary
This classification is scheduled to receive a 5% COLA effective July 2027.
The Department of Behavioral Health is seeking a Medical Records Supervisor who can provide strong service-oriented leadership by fostering positive working relationships, delivering courteous and responsive customer service, and ensuring staff have the resources and guidance needed to perform their duties effectively. This role maintains consistent communication across programs, relays operational changes appropriately, and offers meaningful feedback through regular supervision, site visits, and timely performance evaluations. The Medical Records Supervisor models accountability, transparency, and openness to feedback while holding staff to clear expectations in a supportive and respectful manner. The position requires a solid understanding of government policies, procedures, confidentiality standards, and HIPAA regulations, ensuring all work is performed with accuracy, compliance, and professionalism.
Note: A training and experience evaluation may be utilized to determine an applicant's ranking among qualified candidates. Based upon information provided in this application including responses to supplemental questions, an applicant's education, training and experience (full-time equivalent) may be evaluated. Applicants should provide thoughtful and thorough responses to supplemental questions as they play an important role in this recruitment process. All qualifying work experience that is described or included in responses to supplemental questions MUST also be included and detailed in the "Work Experience" section of this application. "See Resume" is not an acceptable response for any supplemental question.
FLSA: Exempt

DEFINITION

Under general direction, plans, schedules, assigns, supervises, reviews, and participates in the work of staff of the medical records unit for Behavioral Health; assists in developing policies and procedures related to medical records management; trains staff; and performs related duties as assigned.


SUPERVISION RECEIVED AND EXERCISED

Receives general direction from assigned management personnel. Exercises direct supervision over medical records staff and/or office staff.


CLASS CHARACTERISTICS

This is a full supervisory-level class that exercises independent judgment with accountability and ongoing decision-making responsibilities associated with the work. Incumbents are responsible for planning, organizing, supervising, reviewing, and evaluating the work of assigned staff, organizing and overseeing day-to-day office workflow and support services, and providing medical records management support to management in a variety of areas. Performance of the work requires the use of independence, initiative, and discretion within established guidelines.

Essential Job Functions
EXAMPLES OF TYPICAL JOB FUNCTIONS

Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Plans, organizes, supervises, assigns and reviews the work of the medical records unit.
• Assists in developing and standardizing procedures and methods to improve and continuously monitor the efficiency and effectiveness of the management, retention, and storage of medical records and policies and procedures; identifies opportunities for improvement and recommends to assigned supervisor; ensures that County policies and procedures are in compliance with all legal requirements pertaining to medical records; updates policies as necessary.
• Supervises the creation, updating, and processing of forms, records, applications, and/or other documents specific to assigned department/division/program including reviewing information gathered from a variety of sources; coordinates exchange of information with other County staff, external stakeholders, and/or the public as needed.
• Evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.
• Trains staff in work processes and procedures and implements training procedures and standards; conducts training for medical, clerical and other staff on issues pertaining to medical records such as laws and regulations, County policies and procedures, and the medical records indexing system.
• Types correspondence, reports, forms, and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, or instructions.
• Monitors medical records for compliance with legal requirements; confers with other staff concerning quality compliance issues records privacy requirements, and other records management issues; attends and participates in committees or workgroups.
• Assists in preparing a diverse range of reports for submission to oversight agencies; reviews data to ensure it is properly formatted and compliant with reporting requirements; uploads and submits data.
• Supervises and performs various budget support work for assigned department/division/program, such as monitoring budgets, grants, and fund/account balances and assisting department management and staff in preparation of annual budget documents.
• Supervises and provides customer service functions for assigned department/division/program including receiving and screening visitors and telephone calls and taking messages, directs callers and visitors to the proper office or person, and/or providing information regarding County programs, activities, and functions; explains federal, state, and local laws, rules, and regulations, and department, division, program, and/or County policies and procedures according to established guidelines.
• Supervises the organization and maintenance of accurate and detailed databases, files, and records; scans/images, inputs, indexes, and maintains a variety of data into assigned databases and systems; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
• Receives and processes responses to public records requests and other requests for information; gathers and organizes information; and disseminates information after approval.
• Researches, compiles, and summarizes data from various sources and prepares a variety of reports according to established procedures and practices.
• Supervises various office support duties associated with payroll, risk management, and human resources administration, which may include maintaining confidential employee records, processing employee time and pay records, and preparing and processing recruitment and selection, employee schedule, leave management, workers' compensation, and related paperwork.
• Supervises the performance of other routine clerical support work as required, which may include, but is not limited to, copying documents, collating documents, maintaining websites, maintaining lists and logs, opening and distributing mail, processing outgoing mail, ordering and maintaining inventory of supplies and forms, etc.
• Attends various meetings and training as required or appropriate.
• Performs related duties as assigned.

Minimum Qualifications
Knowledge of:

• Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.
• Principles and practices of leadership.
• Principles, practices, and procedures of office administration according to worksite location.
• Organization and management practices as applied to the development, analysis, and evaluation of the medical records program policies and operational needs.
• Medical records management practices pertaining to public health and behavioral health clinics and acute care facilities.
• Applicable laws, rules and regulations, including MediCal and the Health Insurance Portability and Accountability Act (HIPAA).
• Medical terminology and classification systems, including the International Classification of Disease and the Diagnostic and Statistical Manual.
• Current trends relating to records management, privacy, security and compliance in behavioral health and public health systems.
• Modern office and customer service practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• The organization and operation of the County and functional responsibilities of County departments.
• Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents.
• Methods of preparing and processing various records, reports, forms, and other documents specific to assigned department, division, or program.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Business arithmetic and basic statistical techniques.
• Principles and practices of data collection and recordkeeping.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Ability To:

• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively and evaluate performance in an objective and positive manner.
• Supervise and perform varied and complex clerical, fiscal support, and customer service support work with accuracy and speed.
• Type concise reports, correspondence, and other written materials from instructions.
• Supervise the preparation and processing of various records, reports, forms, and other documents specific to assigned department/division/program.
• Research and compile a variety of information and materials.
• Understand, interpret, explain, and apply all pertinent laws, regulations, codes, and ordinances and County policies and procedures relevant to work performed.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Make accurate mathematical and basic statistical computations.
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training, experience and educational degrees that would provide the required knowledge, skills, and abilities is qualifying. Substitutions will be made on a year for year basis. A typical way to obtain the required qualifications would be:

High school diploma or equivalent GED certificate; and

Two (2) years of increasingly responsible medical records program management experience, including one (1) year of lead or supervisor experience.

Certifications and Licenses:

• Must possess a valid US driver's license upon date of application. Must obtain California driver's license following hire date per California DMV regulations.

Environmental Factors and Conditions/Physical Requirements
PHYSICAL DEMANDS

• Mobility to work in a standard office setting and use standard office equipment, including a computer; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects up to 10 pounds.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person and over the telephone.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

WORKING CONDITIONS

• Employees work in multiple office environments located throughout the County, with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

EQUIPMENT AND TOOLS UTILIZED

• Equipment utilized includes vehicle, personal computer and standard office equipment.

Disaster Service Worker

All Butte County 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.
Teamsters-Mid Management Benefits Summary

THESE BENEFITS DO NOT APPLY TO EXTRA HELP EMPLOYEES

Salary Step Increases:
The beginning salary and the top of the salary range are usually shown on the job announcement. Upon satisfactory service, salary increases of approximately 5% may be given annually until the top of the salary range has been attained.

Longevity Pay: 2.5% at 10 years, 2.5% at 15 years, 2.5% at 20 years, for a total 7.5% after 20 years of service.


Cell Phone Allowance:
County issued cell phone or $70/month allowance with appointing authority approval.


Uniform Allowance:

$14.00-$21.00/mo. For eligible classifications only. Varies by classification.


Public Safety Dispatcher Pay:
Employees that possess an Intermediate POST Dispatcher Certificate will receive an additional 3.5% of base pay, 4.5% for Advanced POST Dispatcher Certificate, and 2.5% for Supervisory POST Dispatcher Certificate.


Boot Allowance:

Members of this Unit shall be eligible for a work boot/footwear reimbursement up to $275.00 annually. For eligible classifications only. This reimbursement shall be for the purchase, maintenance and/or repair of safety boots/shoes authorized by the Department Head.


Holidays:
13 paid holidays per year.


Vacation:
0-4.99 years: 15 days/yr.; 5-9.99 years: 20 days/yr.; 10-19.99 years: 25 days/yr.; 20+ years: 27 days/yr.


Administrative Leave:
7 days per year for FLSA Exempt employees.


Sick Leave:
96 hours of sick leave are earned each year with no maximum accrual.


Bereavement Leave:
Maximum of 40 hours for each occurrence in the immediate family.


Health Plan including Dental Insurance and Vision Insurance:
Coverage under the Butte County Health Plan is for employees and their eligible dependents. Depending upon the plan selected by the employee, the County contributes a substantial amount of the total cost of the complete health package, which consists of medical, vision, and dental insurance. Currently, the amount the County contributes toward family coverage is $ 1,438.42 per month. For those employees who have health coverage from other sources, and who elect to not participate in the Butte County Health Plan, the County offers a monthly taxable Cash-Back allowance. The current of the taxable Cash-Back allowance is $550.00 per month (prorated for less than fulltime employees).

Teamsters-Mid Management Medical Insurance Plans and Rates

Life Insurance:
The County provides $25,000 in life insurance with additional coverage available at a minimal cost.


Retirement:
The County is in the Public Employees' Retirement System (CalPERS) coordinated with Social Security.


"Classic Members"- 2% @ 55 . Final compensation based on Single Highest Year. Employee responsible for full 7% employee share effective 1/1/2013.


"New Members" to PERS- 2% @ 62. Final compensation based on Highest Three-Year Average. Employee responsible for one half (1/2) the normal cost of the CalPERS Pension.
"New Member" is defined by law (PEPRA) as an "1) individual who has never been a member of any public retirement system prior to 1/1/2013 or 2) An individual who becomes a member of a public retirement system for the first time on or after January 1, 2013, and who was previously a member of a public retirement system, but who was not subject to reciprocity. or 3) An individual who was an active member in a public retirement system and who, after a break in service of more than six months, returned to active membership in that system with a new employer


Deferred Compensation:
The County offers a 457 Deferred Compensation program. Deposits into this plan are strictly voluntary and are made through a payroll deduction on a tax-deferred basis. The County does not make contributions to the employees' Deferred Compensation accounts.


Disability Insurance:
For short-term disability, the County participates in California State Disability Insurance (SDI) fund. County employees are also covered by an employee-paid long-term disability program. The long-term disability insurance benefit is 60% of the disabled employee's biweekly wage.


Flexible Spending Program:
County employees can elect to participate in a Flexible Spending Program. This program allows employees to use pre-tax dollars to pay for certain health care and/or dependent care expenses. In addition, employees can choose to have their portion of the monthly Health Plan premium withheld from their checks on a pre-tax basis as well. Generally, employees who participate in the Flexible Spending Program have less taxes withheld for their payroll checks than if they had elected not to do so.


Tuition Reimbursement:
Up to $500/year.


Employee Assistance Program (EAP):
The County of Butte provides an Employee Assistance Program (EAP) for employees and their eligible dependents. The EAP offers confidential, professional counseling services.
Refer to specific labor agreements (BCEA-General) for additional benefit information.


BUTTE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

Any information on this page or links is subject to change without notice.

Butte County Human Resources Department
3 County Center Drive, Oroville, CA 95965
View phone number on click.appcast.io


Comments, please email:
01


Your responses to the following questions and any information in your application may be used to make a better assessment of your qualifications. This questionnaire may be used to rate your qualifications and to determine your ranking on the eligible list. Thus, it is to your advantage to be as clear and thorough as possible when completing the supplemental questions.Any combination of training, experience and educational degrees that would provide the required knowledge, skills, and abilities is qualifying. Substitutions will be made on a year for year basis. A typical way to obtain the required qualifications would be: Two (2) years of increasingly responsible medical records program management experience, including one (1) year of lead or supervisor experience.Please explain how you meet the minimum qualifications listed. In your explanation, please include reference to work experience detailed in this application.
02


What answer best describes your increasingly responsible medical records program management experience? ***One year of full-time experience equals 2,080 hours.

• Less than 2 Years
• 2 - 3 years
• 3 - 4 years
• 4 - 5 years
• More than 5 years

03


What answer accurately reflects the number of years' experience of lead or supervisor experience. *One year equals 2,080 hours.

• Less than one (1) year
• 1 - 2 years
• 2 - 3 years
• 3 - 4 years
• 4 - 5 years
• More than 5 years

04


Please reference Lead or Supervisory work experience listed in this application to support your answer to the previous question #3. If you do not have lead or supervisory work experience, please write "N/A."
05


Has you work experience included any of the following? Select all that apply. ***Answer must be supported by work experience detailed in this application.

• Work in a lead role
• Applicable laws, rules and regulations, including MediCal and the Health Insurance Portability and Accountability Act (HIPAA).
• Processing of billing and payments for medical services
• Audits, reviews and summarization of data and preparation of reports
• Use of modern office equipment and communication tools including computers and relevant software programs
• Medical terminology
• Evaluates employee performance
• Trains staff in work processes and procedures and implements training procedures
• Monitoring budgets, grants, and fund/account balances
• Monitors medical records for compliance with legal requirements
• None of the above

06


What is your highest level of education completed?

• High school diploma or GED equivalent
• Some college
• Associate's degree
• Bachelor's degree
• Master's degree or higher
• None of the above

07


Do you possess a US Driver's License?

• Yes
• No

08


How did you discover this job opportunity?

• Butte County Website
• Butte County Human Resources Social Media
• CareersInGovernment.com
• County Employee
• Craigslist.com
• Facebook
• Instagram
• Friend or Relative (word of mouth)
• GovernmentJobs.com
• Handshake
• Indeed.com
• Job Fair
• Job Interest Card - GovernmentJobs.com
• Linkedin
• Newspaper - Paper or Online
• Departmental Email
• Radio
• Magazine
• Billboard
• Other

Required Question