• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.
• Continuous filing dates have been added.

Upcoming Filing Cutoff Dates:

• 3/7/2025
• 3/21/2025
• 4/4/2025
• 4/18/2025
• 5/2/2025
• 5/16/2025
• 6/6/2025
• 6/20/2025
• 7/4/2025
• 7/18/2025
• 8/1/2025
• 8/15/2025
• 9/5/2025
• 9/19/2025
• 10/3/2025
• 10/17/2025
• 11/7/2025
• 11/21/2025
• 12/5/2025
• 12/19/2025

Examination/Employment Application (STD 678) must be received or postmarked by the filing date indicated above. Applications postmarked, personally delivered or received via interoffice mail after the filing date will be processed in the next group.

The information below will help you determine which classification(s) is(are) appropriate for you. Applicants must meet the Minimum Qualifications as stated on this bulletin to compete in this examination.

Open and Open, Non-Promotional Examination(s):

• HEALTH RECORD TECHNICIAN I - Open

For all Classifications, once you have participated in any of the following examinations, you may not recompete for 6 months:

Exam Code(s):

2085

For HEALTH RECORD TECHNICIAN I, once you have participated in any of the following examinations, you may not recompete for 6 months:

Exam Code(s):

• EX-02085

Submit an Examination/Employment Application (STD 678) to apply for this examination.

Electronic applications can be submitted through your account at www.CalCareers.ca.gov.

You may apply by mail to:

• Department of State Hospitals
  Department of State Hospitals - Sacramento
  Human Resources Office
  1215 O Street, MS 17
  Sacramento, CA 95814
  

Indicate the Examination Code and Classification(s) on your Examination/Employment Application (STD 678).

You may drop off your application and any applicable or required documents at:

• Department of State Hospitals
  Department of State Hospitals - Sacramento
  Human Resources Office
  1215 O Street, MS 17
  Sacramento, CA 95814
  8:00 AM - 5:00 PM

Indicate the Examination Code and Classification(s) on your Examination/Employment Application (STD 678). All applicants must provide proof of identification. Accepted forms of identification are: 1) a photo identification card or 2) two forms of signed identification.

If you require assistance or alternative testing arrangements due to a disability, indicate on your application that you need reasonable accommodation. You will be contacted by a representative of the testing department to make the necessary arrangements. If you have not been contacted by the time you receive notification of testing, please contact the testing department listed in the Contact section of this bulletin.

If you are unable to submit your application or complete the test due to a disability, please contact the testing department listed in the Contact section of this bulletin.

All applicants must meet the education and/or experience requirements as stated on this exam bulletin to be accepted to the examination.

Unless otherwise stated in the Minimum Qualifications, qualifying experience may be combined on a proportionate basis if the requirements stated below include more than one pattern and are distinguished as "Either" 1, "or" 2, "or" 3, etc. For example, applicants possessing qualifying experience amounting to 50% of the required time of Pattern 1 and additional experience amounting to 50% of the required time of Pattern 2 may be accepted to an examination as meeting 100% of the overall experience requirement.

Education Requirements: Equivalent to completion of the twelfth grade. (Additional qualifying experience may be substituted for the required education on a year-for-year basis.)

Either I

One year of California state service clerical experience which includes training and supervised work experience in the procurement and processing of health data.

Or II

Two years of clerical experience in the medical or health records section of a health facility. (Successful completion of an academic curriculum in medical records science in an accredited school may be substituted for the required general experience on a year-for-year basis.)

Applicants must submit their exam application AND complete the exam during the same cut-off period.  For example, if you submit your exam application on July 8^th, 2024 (which is after the July 5^th, 2024 cut-off) you must complete the exam by July 19^th, 2024.  Filing Cut-Off Dates are listed at the beginning of the exam bulletin.

This examination consists of the following component(s):

Components that are due with your application will be scored and will count toward your final examination result. Failure to submit these items may result in disqualification or elimination from the examination.

A final score of 70% must be attained to be placed on the eligible list.

Complete and submit the following items with your application. These will be scored and count toward your final examination result. Failure to submit these items will result in disqualification from the examination.

Health Record Technician I Exam: https://www.surveymonkey.com/r/76HQD2F

Click the above link to take the exam after you have submitted your application.  Exam responses must be received with the corresponding cut-off date as your application.

In addition to evaluating the applicant's relative knowledge, skill and ability as demonstrated by quality and breadth of education/experience, emphasis in each test component will be on measuring competitively, relative to job demands, each applicant's:

Knowledge of: Basic medical terminology, human terminology and human anatomy; health record systems and methodology used by health facilities; classification of morbidity and mortality information for statistical purposes.

Ability to: Understand and conform to specific basic principles and rules of health data abstracting and coding; meet and deal tactfully with the public; communicate effectively; and benefit from academic and in-service training and job experience.

A Servicewide Open eligible list for the HEALTH RECORD TECHNICIAN I Classification will be established for:

• State of California

The names of successful competitors will be merged onto the eligible list(s) in order of final score regardless of test date. Eligibility expires 12 months after it is established. Applicants must then retake the examination to reestablish eligibility.

Veterans' Preference will be granted for this examination. Veterans' Preference is an assistance program for veterans, veteran widows and widowers, and spouses of 100% disabled veterans who seek employment with the state. Veterans' Preference is also extended to currently serving military members nearing their retirement or separation date.

You are not eligible for Veteran's Preference if you are:

• A veteran who has been dishonorably discharged or released.
• A veteran, widow or widower of a veteran, or spouse of a 100 percent disabled veteran who currently has permanent civil service status. (Permanent civil service status is the status of an employee who is lawfully retained in his/her position after completion of the applicable probationary period. This does not include limited term).

Veterans' Preference is codified in Government Code Sections 18973 – 18979.

Veteran status is verified by the California Department of Human Resources (CalHR). Directions to apply for Veterans' Preference are on the Veterans' Preference Application (Std. Form 1093), which is available at www.CalCareers.ca.gov, and the Department of Veterans Affairs.

Career Credits are not granted for examination(s) administered on an Open basis or a Promotional basis.

Instructions: Rate your knowledge and experience performing specific job-related tasks.

1. Auditing medical records to provide accurate and complete data for statistical purposes by using various reports (e.g., daily census reports, inpatient/outpatient medical records, etc.), to comply with state and federal laws.
2. Providing detailed coding of medical diagnoses and procedures using standard classification systems [e.g., International Classification of Diseases 10th Edition Clinical Modification (ICD-10-CM), Current Procedural Terminology (CPT), Diagnostic and Statistical Manual 5 (DSM 5), etc.] to provide accurate health data.
3. Learning the principles of health data processing using structured medical records to ensure accurate data for statistical reporting.
4. Abstracting information from medical records utilizing medical terminology, medical dictionary, pharmaceutical reference books, approved abbreviation list, etc., to provide diagnostic and treatment information for statistical purposes.
5. Converting medical data collected via census, audits, treatment, etc., in order to complete a form for statistical use in data reporting to the Health Care Services Division (Standards Compliance) to comply with state and federal laws.
6. Utilizing filing systems (e.g., terminal digit, alphabetical, etc.) to catalog, retrieve and re-file medical records to ensure availability for health care staff.
7. Updating existing databases to reflect new or different information and to provide complete and current patient information.
8. Assembling records of discharged patients using standardized organizational guidelines, to ensure that each document has appropriate patient identifiers which result in an accurate patient record.
9. Receiving and routing a variety of telephone calls in order to provide appropriate information to requesting parties.
10. Processing copies of correspondence to be released to requesting parties (e.g., patients, third parties, and community facilities) in accordance with state and federal laws.
11. Conducting medical record interviews in response to patient requests for review and/or copies of personal medical records, per policies and procedures in accordance with state and federal laws.
12. Processing copies of medical records for litigation purposes in order to comply with subpoenas and court orders (on a backup basis) in accordance with state and federal laws.
13. Processing death records in order to review morbidity and mortality reporting in accordance with state and federal laws.
14. Maintaining various logs (medicolegal, death, incomplete inpatient records, discharge, equipment, patient assignment to doctor, etc.) using statistics, substantiation and accountability in order to provide quality health care in accordance with state and federal laws.
15. Maintaining medical record volumes by correcting misfiles and making chart repairs, to confirm they are accurate and complete, in accordance with guidelines for chart thinning and retention.
16. Conducting audits within the secured area of the facility to ensure internal consistency (i.e., accurate, structured, concurrent, quantitative) of data in the medical record and reflect findings on corresponding systems or worksheets as directed.
17. Following the established Health Information Management Department (HIMD) schedule in order to pick-up, deliver, and return of all medical records as requested by the subpoena desk, review desk, patient (or representative) according to state and federal laws.
18. Coordinating an orderly medical record process by protecting the confidentiality and integrity of the medical record in order to assist patients (or other authorized requestor) during the records’ review, keeping with the requirements of Health Insurance Portability and Accountability Act (HIPAA) and other applicable state and federal laws.
19. Analyzing medical records for accuracy and completeness in preparation for the discharge or court appearance of a patient, following appropriate procedures.
20. Processing discharge or court leave records in order to complete them within time frames established in each request.
21. Communicating incomplete record findings to responsible staff so that they can complete the record as necessary.
22. Auditing of diagnostic codes for accurate and efficient billing to third-party insurers (e.g., private carriers, Medicare A, B, or D, etc.) per department/carrier/Medicare policies and procedures.

Instructions: Rate your knowledge and experience performing specific job-related knowledge and abilities.

1. Knowledge of basic medical terminology, human anatomy and physiology in order to accurately review medical records for completeness.
2. Knowledge of health records systems and methodology (e.g., chart assembly, analysis, terminal digit filing, statistical reporting, etc.) used by health facilities in order to convert medical data from medical records, audits, treatments etc. for statistical reporting.
3. Knowledge of classification of morbidity and mortality systems (International Classification of Diseases ICD-10-CM, Current Procedural Terminology (CPT), Diagnostic Statistical Manual V, etc.) for statistical purposes.
4. Knowledge of diagnostic techniques and modes of therapy in order to interpret detailed medical records for chart completeness and accurate statistical reporting.
5. Knowledge of laws concerning health record confidentiality in order to protect, control and maintain the integrity of the medical record per the Health Insurance Portability and Accountability Act (HIPAA).
6. Knowledge of administrative/clerical procedures and systems (e.g., basic office equipment, computer software programs, word processing, file management, etc.) in order to effectively function in a Medical Records Department.
7. Knowledge of arithmetic and statistics in order to ensure accurate medical record data.
8. Skill in gathering and analyzing information or data (e.g., categorize, calculate, audit, etc.) in order to maintain accurate and complete medical records.
9. Skill to interpret and apply standard classification systems in order to maintain accurate statistical data.
10. Skill to operate a computer in order to access, enter, update and retrieve information.
11. Skill to understand and conform to specific basic principles and rules of health data coding in order provide accurate and complete statistical information.
12. Ability to perform on-unit documentation review, chart maintenance, thinning and/or filing to ensure accurate and complete records.

• Department of State Hospitals
• State of California

Questions regarding this examination should be directed to:

California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice). TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.

Examination and/or Employment Application (STD 678) forms are available at the California Department of Human Resources, local offices of the Employment Development Department, and through your CalCareer Account (www.CalCareers.ca.gov).

If you meet the requirements stated on this examination bulletin, you may take this examination, which is competitive. Possession of the entrance requirements does not assure a place on the eligible list. Your performance in the examination described in this bulletin will be rated against a predetermined job-related rating, and all applicants who pass will be ranked according to their scores.

Department of State Hospitals reserves the right to revise the examination plan to better meet the needs of the service, if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service laws and rules and all applicants will be notified.

General Qualifications: Applicants must possess essential personal qualifications including integrity, initiative, dependability, good judgment, the ability to work cooperatively with others, and a state of health consistent with the ability to perform the assigned duties of the class. A medical examination may be required. In open examinations, investigation may be made of employment records and personal history and fingerprinting may be required.

Eligible Lists: Eligible lists established by competitive examination, regardless of date, must be used in the following order: 1) sub-divisional promotional, 2) departmental promotional, 3) multi-departmental promotional, 4) service-wide promotional, 5) departmental open, 6) open. When there are two lists of the same kind, the older must be used first. Eligible lists will expire in one to four years unless otherwise stated on the bulletin.

High School Equivalence: Equivalence to completion of the 12th grade may be demonstrated in any one of the following ways: 1) passing the General Education Development (GED) Test; 2) completion of 12 semester units of college-level work; 3) certification from the State Department of Education, a local school board, or high school authorities that the competitor is considered to have education equivalent to graduation from high school; or 4) for clerical and accounting classes, substitution of business college work in place of high school on a year-for-year basis.

Accepted applicants must provide proof of identification at each in-person test session. Acceptable identification consists of a photo identification card or two forms of signed identification.