• Continuous filing dates have been changed.

Upcoming Filing Cutoff Dates:

• 4/3/2026
• 5/1/2026
• 6/5/2026
• 7/3/2026
• 8/7/2026
• 9/4/2026
• 10/2/2026
• 11/6/2026
• 12/4/2026

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 (SPECIALIST) - Open

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

Exam Code(s):

4983

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

Exam Code(s):

• EX-04983

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
  Selection Services Unit
  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
  Selection Services Unit
  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.) AND

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.

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 (SPECIALIST) 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. Provide detailed coding of medical diagnoses and procedures using standard classification systems (e.g., International Classification of Diseases, Clinical Modification (ICD-10-CM), Current Procedural Terminology (CPT), Diagnostic and Statistical Manual).
2. Audit medical records to verify the accuracy and completeness of data for statistical purposes by using various reports (e.g., daily census reports, Forensics, inpatient/outpatient medical records, etc.).
3. Review medical records and/or census reports for billing purposes using audit sheets as needed to ensure conformance with Medicare, State, and Federal guidelines.
4. Abstract information from medical records to provide diagnostic and treatment information for statistical purposes using medical terminology, medical dictionary, drug reference books, clinical physiology website, and/or approved abbreviation list.
5. Collect and sort lab slips, x-ray reports, and ancillary service sheets to assign international data codes to prepare for data entry.
6. Convert medical data using information collected from census, audits, and/or various documents into a form/template for statistical use and/or auditing purposes.
7. Enter patient information into facility database for Medicare billing purposes.
8. Collect copies and/or originals of clinical staff progress notes from units within a facility to audit charts and notes using medical terminology.
9. Perform various quality reviews on medical records using concurrent and retrospective methodology to ensure compliance with internal and external requirements.
10. Serve as medical record consultant/specialist to unit personnel by discussing audit criteria and/or other medical record issues (i.e. billing requirements, document placement/order).
11. Conduct chart reviews to determine the appropriateness and adequacy of supporting documentation by reviewing all Medicare eligible services.
12. Visit various units to review/audit records to ensure accuracy of charts.
13. Inform management of operational issues, concerns, and activities to ensure all tasks are completed.
14. Uphold the principles of confidentiality, organizational ethics, and rights to privacy per Health Insurance Portability and Accountability Act (HIPAA) and organizational policy.
15. Inputs International Classification of Diseases and Clinical Modification (ICD-10-CM) codes into an Admission Discharge Transfer (ADT) patient database for tracking Medicare billing.
16. Assist with 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).

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

1. Knowledge of administrative/clerical procedures and systems (e.g., basic office equipment, computer software programs, word processing, file management, etc.) to complete work assignments.
2. Knowledge of classification of morbidity and mortality systems (e.g., international data codes, Clinical Modification [ICD-10-CM], etc.) for statistical purposes.
3. Knowledge of diagnostic techniques (CPT-4) and modes of therapy to interpret detailed medical records for chart completeness, accuracy, and statistical reporting by following Medicare billing and documentation guidelines.
4. Knowledge of the Health Insurance Portability and Accountability Act (HIPAA) to protect, control, and maintain the integrity of medical records.
5. Knowledge of health records systems and methodology to effectively establish and/or maintain records.
6. Knowledge of human anatomy, physiology, and medical terminology to convert medical data from census, audits, and treatments for statistical reporting.
7. Knowledge of proper spelling, grammar, punctuation, and sentence structure to ensure that prepared written documents are complete, concise, and free of errors.
8. Knowledge of security policies and procedures of internet and email systems to conduct work activities.
9. Ability to analyze situations and/or data accurately and thoroughly to determine effective and appropriate course(s) of action.
10. Ability to compile information or data to maintain accurate and complete medical records.
11. Ability to establish and maintain cooperative working relationships with others.
12. Ability to interpret and apply knowledge of standard classification systems (ICD-10) to maintain accurate statistical data.
13. Ability to read and comprehend written materials to apply information and determine appropriate course of action.
14. Ability to remain calm and courteous in high stress situations.
15. Ability to research and locate necessary information to complete assignments.
16. Ability to take effective action to prevent potential situations/problems that could impact the safety and security of the facility.
17. Ability to use a variety of computer software applications and/or programs to process data to complete work assignments.
18. Ability to use tact and diplomacy when working with people with different perspectives and viewpoints.
19. Ability to work independently on projects or assignments without close supervision or detailed instructions.
20. Ability to understand and conform to specific detailed principles and rules of health data abstracting and coding.
21. Ability to communicate effectively with others both orally and in writing.

• 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.