2110 Medical Records Clerk - HSA

Recruitment #TEX-2110-092445


This Temporary Exempt (TEX) Category 17 position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer. Duration of this appointment shall not exceed 6 months.


The City and County of San Francisco Human Services Agency (HSA) is the central resource for public assistance. Its mission is to promote well-being and self-sufficiency among individuals, families and communities in San Francisco. HSA provides a safety net for families and individuals by offering income support, community-based living support, and assistance acquiring food, housing, and health coverage. In addition, HSA offers programs and services that ensure the protection and safety of the elderly, children, and dependent adults. Finally, HSA helps people secure employment through job search assistance, training, and child care assistance.

Position Description:

The 2110 The Medical Records Clerk will perform a variety of clerical tasks to provide support for the physicians, psychologists, social workers, and case managers of HSA's County Adult Assistance Programs (CAAP), SSI Case Management section. The incumbent will work with a diverse population of individuals, such as individuals of the LGBTQ community, patients with histories of drug addiction, homelessness, incarceration, psychological trauma and/or other sensitive health issues.


1. Performs various clerical tasks, such as: maintain medical records database, purge inactive records, file correspondence, create new files, pull charts for the provider's appointments, answer telephones, and respond to medical records inquiries.

2. Assists the Disability Evaluation on Consultation Unit and SSI Case Management Program by requesting medical records and tracking these requests. 

3. Reviews, organizes, and maintains medical records in a filing system, ensuring that medical records are accurate, complete, and properly filed in accordance with laws and directives regarding the proper storage of medical records.

4. Prepares medical records for submission to Social Security Administration.

5. Travels to local agencies and community based health clinics to make copies of medical records as required.

6. Provides language translations for individuals that speak Cantonese so that physicians, psychologists, and case managers can conduct screenings and examinations.

7. Prepares medical abstracts from patients’ charts that summarizes results of laboratory tests, special tests, X-ray films, operations performed, diagnoses, pathological findings, and other pertinent information. This also includes coding diagnoses and procedures, and summarizing medical record information to input into an electronic data processor which is used to produce medical statistical reports.

Minimum Qualifications


One (1) year of experience, within the last five (5) years, performing one of the following duties: abstraction of medical information, coding, release of medical information or working in any healthcare setting dealing with medical records.

Substitution: One (1) year of clerical experience AND completion of a comparable Community College course indicated below from a Health Information Technology Program approved by the American Health Information Management Association (AHIMA): Introduction to Health Information Technology, Organization of Health Data, Medical Terminology and Legal Aspects of Health Records, may be substituted for the required experience; OR Possession of a valid Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA) certification may be substituted for the required experience.


Special Conditions:

  • 6 Months of experience in Direct Health or Social Service to diverse populations including but not limited to: patients with histories of drug addiction, homelessness, incarceration, psychological trauma and/or other sensitive health issues


NOTE: The above minimum qualifications reflect special conditions associated with the position to be filled and may differ from the standard minimum qualifications associated with this class.


**Applicants must meet the Minimum Qualification requirements at the time of filing***

Note: Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.


Applicants may be required to submit verification of qualifying education and experience at any point in the recruitment and selection process.

Verification of work experience must be on the employer’s letterhead, and must include the applicant’s name, job title, description of job duties, dates of service, and signature of the employer. San Francisco City and County employees do not need to submit verification of their City employment, but must submit verification of outside experience. San Francisco City and County employees will not receive credit for experience obtained outside of their classification unless recorded in accordance with the provisions of the Civil Service Rule 110.9.1.

Information on verification requirements for education can be found here: https://sfdhr.org/how-verify-education-requirements

Falsifying ones education, training, or work experience may result in disqualification of job opportunities with the City and County of San Francisco.

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

  • Select the desired job announcement
  • Select “Apply” and read and acknowledge the information
  • Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”
  • Follow instructions on the screen

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

Applicants may be contacted by email about this announcement and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date.  Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter.  To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org).

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file.  Applicants should retain this confirmation email for their records.  Failure to receive this email means that the online application was not submitted or received.

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline.  Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

If you have any questions regarding this recruitment or application process, please contact the analyst, Erica Pagán, by telephone at 415-557-6625, or by email at erica.pagan@sfgov.org

Selection Procedures

Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine candidates' qualifications. Only those applicants who most closely meet the needs of the Agency will be invited to participate in the selection process. Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.

Conviction History

As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

Having a conviction history does not automatically preclude you from a job with the City.

If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.


General Information Concerning City and County Of San Francisco Employment Policies and Procedures

Important Employment Information for the City and County of San Francisco can be obtained at http://sfdhr.org/information-about-hiring-process or hard copy at 1 South Van Ness Avenue, 4th Floor.

Copies of Application Documents

Applicants should keep copies of all documents submitted, as these will not be returned.

Right to Work

All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States. http://www.sfdhr.org/index.aspx?page=20#identification

Clerical Errors

Clerical Errors may be corrected by posting of the correction on the Department of Human Resources website at: http://sfdhr.org/information-about-hiring-process#announcementsdefinitions

Reasonable Accommodation Request

Applicants with disabilities who meet the minimum eligibility requirements for this job announcement can find information on requesting a reasonable ADA Accommodation at: http://sfdhr.org/information-about-hiring-process#applicantswithdisabilities

Driver’s License Requirement

Most positions require a valid California driver’s license: http://www.sfdhr.org/index.aspx?page=20#license

Exam Type:

Temporary Exempt (TEX)

Issued: January, 9, 2019

Micki Callahan, Human Resources Director

Department of Human Resources

Recruitment ID Number: TEX-2110-092445

HSA/EAP/ 415-557-6625



All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.


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