Under the direction of the HIM Supervisor, the Records Management Technician is responsible for the accurate identification, retrieval, sorting, preparation, tracking, and documentation of organizational records approved for destruction in accordance with established retention schedules, regulatory requirements, and organizational policies. This position handles medical, financial, and administrative records, ensuring records are properly verified, safeguarded, and prepared for transfer to an authorized shredding vendor. Responsibilities may also include assisting with office operations, maintaining and filing patient and administrative records, The incumbent must maintain confidentiality and provide professional, culturally respectful service to patients, staff, and community members.
ESSENTIAL FUNCTIONS:
The following reflects essential functions for this job but does not restrict tasks that may be assigned. The Supervisor or management may assign or reassign duties and responsibilities to this position at any time based on operational needs, reasonable accommodation, or other organizational requirements.
- Retrieve, sort, and organize medical, financial, and administrative records designated for destruction.
- Accurately identify and pull records eligible for destruction based on approved retention schedules.
- Verify record destruction eligibility and ensure all required approvals have been obtained prior to disposal.
- Conduct quality assurance reviews to ensure only authorized records are selected for destruction.
- Prepare documents for shredding by removing binders, folders, clips, and other non-shredable materials.
- Maintain detailed inventories, destruction logs, and chain-of-custody documentation.
- Coordinate the secure transfer of records to approved shredding vendors.
- Protect confidential, sensitive, proprietary, and protected health information in accordance with HIPAA and organizational policies.
- Communicating discrepancies, missing records, or compliance concerns the HIM Supervisor.
- Assist with records inventory, storage organization, and other records management activities as assigned.
- Operate document management systems, scanners, copiers, and related office equipment.
- Maintain an organized and secure work environment while adhering to established safety and security procedures.
EDUCATION & EXPERIENCE:
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High school Diploma or GED.
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One (1) – two (2) years of clerical or administrative experience – preferably in a healthcare or medical office setting.
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HIPPA regulation and handling confidential patient information is highly desirable.
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Project coordination, record management, or office support experience preferred.
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Strong organizational and project coordination skills with the ability to manage multiple assignments simultaneously.
- Ability to plan, prioritize, and complete projects within established deadlines.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and Teams).
QUALIFICATIONS:
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High school diploma or general education degree (GED)
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Experience with records retention, archiving, and document destruction procedures.
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Previous clerical or administrative experience preferred: medical office experience a plus.
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Proficiency in Microsoft Office and basic computer skills.
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Strong organizational skills and time management abilities.
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Exceptional attention to detail that includes a high level of accuracy and accountability.
- Excellent verbal and written communication skills.
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Able to lift and carry file boxes and or office supplies up to 25 lbs.
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Ability to understand and follow written and verbal instructions.
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Knowledge of healthcare operations, HIPAA requirements, and records management practices.
SPECIAL QUALIFICATIONS:
All employees must be sensitive to the needs of the Native American community, demonstrate a deep understanding and respect for the diverse cultural heritage, traditions, and historical context of the Native American community.
How to Apply:
Submit your application to Sonoma County Indian Health Project, Inc.
Attention: Human Resources Department
Address: 144 Stony Point Road, Room 2209, Santa Rosa, CA 95401
Email: [email protected] Fax: (707) 526-1016
Application Form: Available online at www.scihp.org/human-resources
When applying under Indian Preference, please include valid documentation of eligibility with your application materials.
