• 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 II (SUPERVISOR) - Open

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

Exam Code(s):

2279

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

Exam Code(s):

• EX-02279

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

Two years of experience in the California state service performing the duties of a Health Record Technician I.

Or II

Four years of increasingly responsible medical or health records experience, performing a variety of tasks including at least two years of coding, indexing, and abstracting health data. (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 II (Supervisor) Exam: https://www.surveymonkey.com/r/NC3BN95

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 II (SUPERVISOR) 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. Overseeing and reviewing health records for accuracy and completeness to ensure compliance with regulations.
2. Providing data for statistical analysis using various reports (e.g., charts, daily census reports, inpatient/outpatient medical records) in order to comply with state and federal laws.
3. Reviewing health records and/or census reports for billing purposes using an audit sheet to ensure conformance with Medicare purposes and state and federal guidelines.
4. Overseeing chart audit by collecting chart information from various units for the purpose of quality assurance.
5. Collecting and inputting audit sheets into the data collection system for statistical use and/or auditing purposes using information collected from audits and treatment to ensure quality assurance per Licensing requirement.
6. Overseeing the process of subpoena, court order requests, and release of information to provide copies of health records to outside sources.
7. Overseeing and providing assistance as needed for the input of International Classification of Diseases and Clinical Modification (ICD-10-CM) codes into the Admission Discharge Transfer (ADT) patient database to track medi-care billing purposes.
8. Overseeing and providing assistance as needed for coding somatic diseases or conditions of medical diagnoses and procedures to ensure accurate health data using standard classification systems (e.g., International Classification of Diseases, Clinical Modification (ICD-10-CM), Current Procedural Terminology (CPT), Diagnostic and Statistical Manual).
9. Abstracting information from health records to provide diagnostic and treatment information for statistical purposes using medical terminology, medical dictionary, drug reference books, clinical physiology website, Physicians Desk Reference (PDR), and approved abbreviation list.
10. Overseeing the filing and tracking of health records using a terminal digit filing system to catalog, organize, retrieve, and re-file health records to ensure availability and quick access for health care staff and/or authorized personnel.
11. Overseeing and maintaining an organized filing system of health records using a secured file room in order to protect the confidentiality of health information.
12. Overseeing the abstraction of patient data (e.g., demographic characteristics, history, extent of disease, diagnostic procedures and treatments) into the Master Patient Index (MPI) report to ensure continuity of patient history.
13. Overseeing maintenance and updating existing health records to accommodate new or different information from various doctors, personnel staff, and outside sources.
14. Overseeing and assisting with assembling discharged patient records using standardized organizational guidelines to ensure each document contains the appropriate patient identifiers and documents are complete.
15. Overseeing the request for health records from patient and outside sources to ensure information is released to the appropriate requester in accordance with state and federal laws.
16. Overseeing the scheduling of health record interviews and/or appointments in response to patient requests to review and/or copies of personal health records.
17. Overseeing the process of subpoenas and court orders to produce copies of health records for litigation purposes per policy and procedures in accordance with state and federal laws.
18. Performing various quality reviews on health records using concurrent and retrospective methodology to ensure compliance with internal/external requirements per policy and procedures in accordance with state and federal laws.
19. Maintaining various logs (e.g., medicolegal, death, incomplete inpatient records, discharge, equipment) for statistical purposes, substantiation, and accountability in order to provide quality health care in accordance with state and federal laws.
20. Overseeing and assisting staff with scheduling appointments for patient review of health records such as taking tally, requests to process records, and make copies of patient health records in accordance with the laws of the Health Insurance Portability and Accountability Act (HIPAA).
21. Retrieving and analyzing patient health data from audits by reviewing and identifying appropriate requirements in order to provide statistical data in accordance with state and federal laws.
22. Collaborating with various hospital disciplines in the selection and development of audit topics (e.g., patient discharge, chart, missing signatures, discharge orders) to ensure the accuracy of audit criteria (i.e., aligning records in approved chart order).
23. Collecting and sorting lab slips, x-ray reports, and ancillary service sheets by assigning international data codes in order to prepare for data entry.
24. Transferring and exporting billing database from excel spreadsheets to prepare monthly status reports regarding Medicare compliance.
25. Managing or overseeing electronic imaging of archived records and/or monitor electronic chart-tracking system to ensure accountability and complete medical records at all times.

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

1. Knowledge of human anatomy, physiology, and medical terminology in order to convert medical data from census, audits, and treatments for statistical reporting.
2. Knowledge of various health records systems and methodology (e.g., chart assembly, analysis, terminal digit filing, statistical reporting) to effectively establish and/or maintain records.
3. Knowledge of classification of morbidity and mortality systems (e.g., international data codes, Clinical Modification (ICD-10-CM)) for coding in order to maintain accurate statistical data.
4. Knowledge of diagnostic techniques and modes of therapy in order to interpret detailed medical records for chart completeness and accuracy.
5. Knowledge of the release of information (e.g., patient, third party, Attorney General, subpoenas, court orders) in order to protect patient confidentiality.
6. Knowledge of the Equal Employment Opportunity (EEO) program and the processes available to meet EEO program objectives in order to provide a non-hostile work environment.
7. Knowledge of operating personal computers to effectively control, edit, and set up an automated record keeping system and produce reports.
8. Knowledge of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) restrictions to reference reports and audits.
9. Knowledge of security policies and procedures of internet and email systems to conduct work activities.
10. Knowledge of word processing, spreadsheet, and/or department tracking databases to track and maintain data.
11. Knowledge of the principles of effective supervision to train and direct the work of others.
12. Ability to compile information or data in order to maintain accurate and complete medical records.
13. Ability to prepare statistical reports of inmate/patient care data in order to meet the needs of staff and/or authorized personnel.
14. Ability to identify the need for additional staffing based on workload and assignments.
15. Ability to research and locate necessary information using various resources in order to complete assignments.
16. Ability to facilitate instruction or training to convey information and recommendations in order to meet regulatory, mandated, and departmental needs and requirements.
17. Ability to develop training curriculum and criteria using course outlines and handouts.
18. Ability to direct the work of others to ensure the appropriate allocation of time and effort to achieve the required results.

• 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.