Assistant Records Manager Jobs in California (NOW HIRING)

POSITION SUMMARY

The Medical Records Department Supervisor is responsible for overseeing the daily operations of the Medical Records Department to ensure the accurate maintenance, security, and accessibility of patient health information. This position provides direct supervision, guidance and oversight to the departmental staff, including assigning work, monitoring performance, providing coaching and feedback, addressing performance or conduct concerns, and ensuring compliance with organizational policies and procedures. The Supervisor ensures compliance with applicable federal and state regulations and maintains standards related to the management, storage, and release of medical records. The Supervisor works collaboratively with clinical and administrative staff to support efficient documentation practices, safeguard patient confidentiality, and maintain effective departmental operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide direct supervision, guidance, and day-to-day oversight to the Medical Records Department staff.
• Supervise and coordinate the daily activities of the Medical Records Department staff, including scheduling, training, performance monitoring, and performance evaluations.
• Conduct regular check-ins with employees and provide timely feedback regarding performance, productivity, attendance, and departmental expectations.
• Address employee performance, attendance, conduct, and workplace concerns in partnership with Human Resources and management, as appropriate.
• Assign, prioritize, and monitor employee workloads and responsibilities to ensure departmental needs and deadlines are met.
•  Assist with team workloads as needed during periods of increased volume to ensure tasks are completed accurately and timely.
• Assist with department projects, performance metrics, reporting, and tracking to support team productivity, accountability, and operational goals.
• Ensure the accurate processing, filing, retrieval, and maintenance of patient medical records in accordance with organizational policies and regulatory requirements.
• Monitor medical record documentation for completeness, accuracy, and timeliness, and follow up on deficiencies as required.
• Ensure compliance with all applicable laws and regulations regarding patient health information, including privacy and confidentiality standards.
• Oversee the proper handling of requests for release of information, ensuring appropriate authorization and adherence to established timelines and procedures.
• Maintain the confidentiality and security of all patient records and protected health information.
• Assist in the development, implementation, and enforcement of departmental policies and procedures related to medical record management.
• Serve as a resource to providers and staff regarding medical record documentation requirements and procedures.
• Monitor departmental workflows and implement process improvements to enhance efficiency and accuracy.
• Coordinate with other departments to ensure the effective exchange of health information as needed for patient care, billing, and administrative functions.
• Assist with internal and external audits, regulatory inspections, and quality assurance initiatives.
• Maintain departmental records, reports, and productivity metrics as required by management.
• Review and monitor employee timecards for accuracy, completeness, missed punches, meal period compliance, overtime, and other timekeeping issues. Follow up with employees promptly to ensure corrections are made and escalate concerns to Human Resources or Payroll, as appropriate.
• Perform other related duties as assigned.

Qualifications Required (Education, Experience, AND Skills)

• High school diploma or equivalent required.
• Previous experience in medical records or related health information management required.
• Knowledge of medical record management systems and electronic health records (EHR).
• Strong understanding of confidentiality requirements and regulatory standards related to patient health information.
• Strong organizational, communication, problem-solving and leadership skills.
• Ability to prioritize workloads, meet deadlines, and effectively supervise and support staff.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive patient and employee information.
• Valid California driver’s license required.
• Must maintain current automobile insurance in accordance with California requirements and company policy, if driving is required for business purposes.

PREFERRED

• Associate’s or bachelor’s degree in Health Information Management or related field preferred.
• Previous supervisory experience in a medical records, healthcare, or clinical administrative environment preferred.

Physical Demands and Work Environment

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these functions.
• While performing the duties of this position, the employee is regularly required to communicate clearly and effectively, both verbally and in writing, with patients, staff, and vendors.
• The employee is frequently required to use hands and fingers to handle, feel, type, and operate computers, telephones, and other standard office and medical administrative equipment.
• The employee is primarily required to sit for extended periods; occasional standing, walking, and reaching with hands and arms may be necessary.
• The employee may occasionally be required to stoop, kneel, or bend to retrieve files, supplies, or office equipment.
• The employee must occasionally lift and/or move up to 20–25 pounds (e.g., files, supply boxes, or office equipment).
• Specific vision abilities required include close vision, distance vision, color vision, and the ability to adjust focus for computer work and reviewing documents.
• The noise level in the work environment is generally moderate, consistent with a standard office or clinic setting, and tasks are often performed in close proximity to other staff.

Pain & Rehabilitative Consultants Medical Group (PRCMG) is a leading Northern California practice providing comprehensive, evidence-based pain management and rehabilitative care through a multidisciplinary team dedicated to improving function and quality of life.