Medical Office Specialist - Health Information Management (Departmental Promotional Only)

Salary : $5,934.93 - $7,423.87 Monthly
Location : County of San Mateo, CA
Job Type: Full-Time
Job Number: E420AU
Department: San Mateo Medical Center
Opening Date: 04/24/2025
Closing Date: 5/8/2025 11:59 PM Pacific
Bargaining Unit: 37

Description

San Mateo County Health - San Mateo Medical Center is seeking an Medical Office Specialist (MOS) for Health Information Management (HIM), to provide difficult, technical, complex, or specialized medical office support.

This Medical Office Specialistperforms a variety of specialized administrative duties, including providing customer service to clients and providers in a busy setting; reviewing and analyzing charts for incompleteness; collaborating with other professionals in a team setting; and implementing Health Information Management policies and procedures. Job duties for this position may include, but are not limited to, release of medical records; correction of patient demographic and medical record number errors; deficiency review and assignment; and dealing with medical records customers through phone, email, fax, and in person.

The ideal candidate for the position will be familiar with most or all of the following Electronic Health Records systems: the current EPIC system, and the legacy systems of Invision, Soarian EDM, PulseCheck, and eCW; has extensive work experience in Health Information Management; has the ability to work independently with minimal supervision using initiative and sound independent judgment within established guidelines; has proven technical skills mastering use of a variety of computer programs; embraces change; able to read, interpret and apply rules, policies and procedures; able to maintain accurate records and files; able to organize work, set priorities, and meet critical deadlines; can communicate effectively and establish and maintain effective working relationships with those contacted in the course of work. Additionally, the ideal candidate is also detail-oriented, can multi-task, enjoys working in a fast-paced environment, is a team player, and has good decision-making skills.

The current vacancy is a regular. full-time, vacancy located at the San Mateo Medical Center main campus.

Examples Of Duties

Duties may include, but are not limited to, the following:

• Perform difficult, complex, technical or specialized medical office support work, which may require the exercise of independent judgment, the application of technical skills, and a knowledge of detailed or specialized activities related to the medical area to which assigned.
• Research and assemble information from a variety of sources for the completion of forms or the preparation of reports; make arithmetic or statistical calculations.
• Provide information to the public or to County staff that requires the use of judgment and the application and interpretation of policies, rules or procedures.
• Organize, maintain and purge various departmental files.
• Type correspondence, reports, forms, and specialized documents from drafts, notes, dictated tapes, or brief instructions, using a typewriter, word processor or computer terminal.
• Proofread and check typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations.
• Enter and retrieve data and prepare reports using an on-line or personal computer system; review such reports for accuracy and make corrections as required.
• Oversee and personally perform a variety of medical office administrative details such as ordering supplies, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date.
• May act as receptionist and receive and screen visitors and telephone calls; direct the visitor or caller to the proper person or personally handle the call; operate standard office equipment.
• May train others in work procedures or direct the work of others on a project or relief basis.
• Provide off hours support as required.
• Perform related duties as assigned.

Qualifications

Knowledge of:

• Office administrative practices and procedures, including filing and the operation of standard office equipment.
• Basic business data processing principles and the use of word processing or personal computing equipment.
• Medical terminology as related to office support work.
• Policies and procedures related to the medical treatment or screening area to which assigned.
• Proper form for typed materials.
• Business arithmetic, including percentages and decimals.
• Correct English usage, including spelling, grammar and punctuation.
• Record keeping principles and procedures.

Skill/Ability to:

• Perform technical, specialized, complex or difficult medical office support work.
• Organize, prioritize and coordinate work activities.
• Read, interpret and apply rules, policies and procedures.
• Organize, research and maintain patient and general office files.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Compose routine correspondence from brief instructions.
• Make arithmetic calculations with speed and accuracy.
• Use initiative and sound independent judgment within established guidelines.
• Operate standard office equipment, including a word processor, personal or on-line computer, and centralized telephone equipment.

Note: Specific positions may require the ability to type at a rate of 40 net words per minute from printed copy.

Education and Experience:

• Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:
• One year of journey-level office support experience in a medical office setting OR two years of general clerical or office assistant experience.

Application/Examination
Departmental Promotional Only. Only current County of San Mateo employees in the San Mateo County Health with at least six months (1040 hours) of continuous service in a classified regular, probationary, extra-help/limited term positions prior to the final filing date may apply.
The examination will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions.an interview (weight: 100%). Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California and applicants must participate at their own expense.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply" button. If you are not on the County's website, please go to to apply. A supplemental application form must be submitted in addition to our regular employment application form. A resume will not be accepted as a substitute for the required employment application and supplemental questionnaire. Online applications must be received by the Human Resources Department before midnight on the final filing date.

TENTATIVE RECRUITMENT SCHEDULE
Final Filing Date: Thursday, May 8, 2025, at 11:59 PM PST
Application Screening: Friday, May 9th, 2025
Panel/Department Interviews: Week of May 26, 2025
About the CountySan Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically, and linguistically diverse communities.The County of San Mateo, as an employer, is committed to advancing equity in order to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.

San Mateo County is an equal opportunity employer committed to fostering diversity, equity, and inclusion at all levels.

HR Analyst: Debbie Kong (04242025) (Medical Office Specialist - E420)
Please visit for a complete listing of all benefits for this classification.
Benefits are offered to eligible employees of the County of San Mateo. All benefits are subject to change.
NOTE: Employees hired on or after January 1, 2013 may be subject to new Pension Reform retirement laws.
As an additional benefit, the County offers extensive training and development programs designed to improve skills and enhance career opportunities. Most programs are offered on County time at no cost to you.
County employees are also covered by the federal Social Security system and earn benefits for retirement based on salary and time worked.
01

IMPORTANT: Applicants for this position are required to submit responses to the supplemental questions below. Your responses will provide detailed information about your background and experience related to this position. This information will weigh heavily in the application screening by the subject matter experts and will also be used in the selection process.

Answer the questions completely, paying attention to the multi-parts of the questions. While being thorough and detailed, also be concise. Your strategic use of language as well as neatness, clarity of expression, attention to detail, proper use of grammar and the ability to follow instructions will be considered in the evaluation process. A resume will not be accepted as a substitute for your responses.

• I have read and understand this important information. Proceed to supplemental questions.

02

This recruitment is Departmental Promotional Only. Only current County of San Mateo employees in the San Mateo County Health with at least six months (1040 hours) of continuous service in a classified regular, probationary, extra-help/limited term positions prior to the final filing date may apply. Are you currently a San Mateo County Health employee in a classified regular, probationary, extra-help/limited term position prior to the final filing date with at least 1040 hours of continuous service? (A "No" answer will disqualify you from this recruitment.)

• Yes
• No

03

Describe your work experience with electronic medical records. Include in your response, what electronic medical records system software you have used, your length of experience with each, and the level of knowledge you possess for each system. Be specific.
04

Describe your work experience with collecting, analyzing, and indexing patient care documentation; with patient chart correction processes; with deficiency review/assignment; and release of information in electronic medical records. Provide specific examples.
05

Describe a situation in which multiple requests were made of you at the same time. How did you prioritize these requests? What was the outcome?
06

Describe your experience working in a team. What was your role and what contributions did you make to further the team's goal?
Required Question