Custodian of Records - Medical Record Request Team Supervisor (HCA

CAREER DESCRIPTION

CUSTODIAN OF RECORDS - MEDICAL RECORD REQUEST TEAM SUPERVISOR

(HCA PROGRAM SUPERVISOR II)

In addition to performance-based merit increases, this position is scheduled to receive salary range increases on the following dates:

Effective June 27, 2025 – 4.00% increase

Salary may be negotiable within the range listed above, based on position requirements and successful candidate's qualifications, subject to appropriate authorization.

DEADLINE TO APPLY

This recruitment is open to the public for a minimum of five (5) business days. Qualified applicants are encouraged to apply immediately, as the recruitment will close on

WEDNESDAY, MAY 28, 2025, AT 11:59 PM (PST)

The open eligible list established by this recruitment will be used to fill current and future HCA Program Supervisor II positions within this specialty. This recruitment may also be used to fill positions in similar and/or lower classifications throughout the County.

THE AGENCY

The County of Orange, Health Care Agency (HCA) is a dynamic organization dedicated to creating and supporting an environment that promotes the achievement of optimal individual, family and community health. Under the direction of the Agency Director, a new and dynamic executive team with an organizational structure comprised of five (5) service areas - Administrative Services, Behavioral Health Services, Correctional Health Services, Specialized Medical Services and Public Health Services - is committed to meeting the health needs of the diverse Orange County community.

THE DEPARTMENT

Government Affairs and Communications is a dynamic and multi-faceted department within the Health Care Agency. It includes the Custodian of Records, Communications, and Legislative Affairs divisions. Through transparency, engagement, and policy coordination, the department promotes public trust, ensures compliance with records laws, leads strategic communications across the agency, and monitors legislation impacting health services. Government Affairs and Communications plays a vital role in connecting the agency with the public, media, and policymakers while safeguarding the integrity and accessibility of public information.

THE OPPORTUNITY

The HCA Program Supervisor II position in Custodian of Records (COR) is responsible for supervising and supporting the COR Medical Record Request Team. This position oversees staff responsible for processing, validating, and coordinating medical records requests, subpoenas, and court orders in strict compliance with HIPAA and other health care regulations.

The duties and responsibilities for the HCA Program Supervisor II position include but are not limited to the following:

Provide expert guidance on complex and sensitive medical records requests, ensuring compliance with legal mandates and confidentiality requirements.

Lead the COR team in processing a high volume of requests, while reviewing numerous pages of medical records to prevent breaches and protect patient privacy.

Ensure all requests are processed efficiently and accurately within strict statutory timeframes to protect the agency from fines and reputational harm.

Review and respond to complex legal inquiries, including subpoenas, court orders, medical record requests, and search warrants, in consultation with County Counsel.

Collaborate with County Counsel and internal programs to mitigate legal risk and ensure appropriate disclosure of information.

Promote best practices and provide training or technical assistance to ensure consistency and compliance in recordkeeping and disclosure efforts across the Health Care Agency.

Manage and oversee the agency’s document scanning contract, including coordinating scanning efforts across multiple departments.

DESIRABLE QUALIFICATIONS & CORE COMPETENCIES

The ideal candidate will possess at least one (1) year of experience in handling requests from patients, legal guardians, third parties, and external entities such as attorneys and law enforcement, AND must be able to accurately interpret and respond to subpoenas, court orders, and search warrants involving protected health information.

In addition, the ideal candidate will possess extensive knowledge and/or experience in the following core competencies:

Professional and Technical Expertise

Applying laws and regulations related to HIPAA and confidentiality

Reviewing and redacting sensitive medical and behavioral health records

Triaging and prioritizing high-volume records requests

Coordinating with County Counsel on subpoenas, court orders, and search warrants

Managing agency-wide scanning efforts and vendor coordination

Using Microsoft Office and Adobe Pro to process, track, and deliver records

Implementing procedures to improve turnaround times and reduce legal risk

Leadership and Engagement Managing Performance

Leading confidently and taking personal responsibility for decisions and actions

Leading and mentoring a multidisciplinary team

Developing staff by providing opportunities for training and personal growth

Analyzing situations accurately, developing reasonable alternatives, and taking effective action

Generating enthusiasm and motivating others to act in support of program objectives

Building & Maintaining Relationships

Representing the County in an effective and professional manner

Handling high profile requests from the community with professionalism, tact, and diplomacy

Effectively engaging target population to build trust and provide support

Facilitating meetings or making presentations to internal and external stakeholders

Writing and Oral Communication Informing

Composing clear, concise, and comprehensive reports and other written documents

Listening effectively and presenting ideas and complex materials clearly, concisely, logically, and persuasively both orally and in writing

Encouraging open and productive communication

MINIMUM QUALIFICATIONS

Please click here to learn more about the minimum qualifications for the HCA Program Supervisor II position.

PHYSICAL AND MENTAL REQUIREMENTS AND ENVIRONMENTAL CONDITIONS

Physical Requirements

Vision sufficient to read standard text, read a computer monitor; speak and hear well enough to communicate clearly and understandably in person, over the telephone and in small groups; independent body mobility to stand, sit, walk, stoop, and bend to access a standard office environment; manual dexterity to use hands, arms and shoulders repetitively to operate a keyboard, and to write.

Mental Requirements

Possess the ability to independently reason logically to analyze data, reach conclusions and make recommendations; possess the ability to remain calm and appropriately focused in rapidly changing and difficult situations involving conflict, complex issues, controversy and diverse stakeholder groups and interests; possess the ability to deal calmly and effectively with emotional interactions.

Environmental Conditions

Will be required to interact with clients/patients; work in an office environment and/or a secure facility.

RECRUITMENT PROCESS

Human Resource Services (HRS) will screen all application materials to identify qualified applicants. After screening, qualified applicants will be referred to the next step in the recruitment process. All applicants will be notified via e-mail of their status in the process.

Veterans Employment Preference

The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and will provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click here(Download PDF reader) to review the policy.

Application Screening (Refer/Non-Refer)

Applications and supplemental responses will be screened for qualifications that are highly desirable and most needed to successfully perform the duties of this job. Only those applicants that meet the qualifications as listed in the job bulletin will be referred to the next step.

Structured Oral Interview SOI (Weighted 100%)

Applicants will be interviewed and rated by a panel of job knowledge experts. Each applicant's rating will be based on responses to a series of structured questions designed to elicit the applicant's qualifications for the job.

Based on the Department's needs, the selection procedures listed above may be modified. All candidates will be notified of any changes in the selection procedure.

Eligible List

Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies.

ADDITIONAL INFORMATION

Email Notification

Email is the primary form of notification during the recruitment process. Please ensure your correct email address is included in our application and use only one email account.

NOTE: User accounts are established for one person only and should not be shared with another person. Multiple applications with multiple users may jeopardize your status in the recruitment process for any positions for which you apply.

Candidates will be notified regarding their status as the recruitment proceeds via email through the GovernmentJobs.com site. Please check your email folders, including spam/junk folders, and/or accept emails ending with "governmentjobs.com" and "ocgov.com." If your email address should change, please update your profile at

Frequently Asked Questions

Click here for additional Frequently Asked Questions.

For specific information pertaining to this recruitment, please contact Mariah Cuellar at or .

EEO INFORMATION

Orange County, as an equal employment opportunity employer,

encourages applicants from diverse backgrounds to apply.