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Job Description
CAREER DESCRIPTION
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 PS 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 PS 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.
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 www.governmentjobs.com .
Frequently Asked Questions
Click here for additional Frequently Asked Questions.
For specific information pertaining to this recruitment, please contact Mariah Cuellar at (714) 834-3179 or mcuellar@ochca.com .
EEO INFORMATION
Orange County, as an equal employment opportunity employer,
encourages applicants from diverse backgrounds to apply.
Non-Management Benefits
In addition to the County's standard suite of benefits, such as a variety of health plan options, annual leave and paid holidays--we also offer an excellent array of benefits such as a Health Care Reimbursement Account, 457 Defined Contribution Plan and Annual Education and Professional Reimbursement. Employees are provided a Retirement Plan through the Orange County Employees Retirement System (OCERS).
Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits.
http://www.ocers.org/active-member-information
Click here for information about benefits offered to County of Orange employees.
Closing Date/Time: 5/28/2025 11:59 PM Pacific -
ABOUT THE COMPANY
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County of Orange
Show moreDiscover a Fulfilling Career at the County of Orange
With a population of over 3 million residents and 34 cities, Orange County is a thriving community known for its beautiful beaches, diverse culture, and strong economy. As the third-largest employer in the county, the County of Orange offers over 18,000 employees the opportunity to make a difference in their community and build a fulfilling career in public service.
As a County of Orange employee, you will have the chance to work in a variety of departments, each providing vital services to our community. From law enforcement and healthcare to public works and environmental protection, there is a wide range of career paths to explore. And with opportunities for advancement and professional growth, you can build a long and rewarding career with us.
As a top employer in the region, the County of Orange is committed to providing our employees with excellent benefits, including a competitive salary, flexible work schedules, and outstanding healthcare coverage. We also offer opportunities for career development and training, ensuring that our employees have the skills and knowledge they need to succeed.
Whether you're just starting your career or looking for a new challenge, the County of Orange is a great place to work. With a supportive and collaborative work environment, a commitment to excellence, and opportunities for growth and advancement, we invite you to join our team and make a difference in your community.
Community Impact:
Working for the County of Orange means you will have the opportunity to make a meaningful impact in your community. Whether you're providing critical services to residents, protecting the environment, or maintaining public safety, your work will make a difference in the lives of those around you.
Employee Wellness:
At the County of Orange, we prioritize our employees' well-being. We offer telecommuting options, generous health benefits, and wellness programs to promote work-life balance. We believe that by taking care of our employee’s health and well-being, we can help them excel in their careers while still enjoying their personal lives and taking care of their families.
Innovation:
The County of Orange is committed to embracing new technologies and innovative approaches to service delivery. We encourage our employees to think creatively and find ways to improve our processes and systems. If you're someone who loves to problem-solve and think outside the box, you'll find a supportive and dynamic environment here.
Collaboration:
Collaboration is key to our success at the County of Orange. We value teamwork, communication, and mutual support, and we work together across departments and functions to achieve our goals. If you're someone who enjoys collaborating with others and building strong relationships, you'll find a welcoming and inclusive community here.
Equality:
At the County of Orange, we are committed to creating a diverse and inclusive workplace where all employees feel valued and respected. Our Equity Policy reflects this commitment and guides our efforts to promote equity, diversity, and inclusion in everything we do.
Career Advancement:
The County of Orange is dedicated to helping our employees grow and advance in their careers. We offer a variety of training and development opportunities to help our employees reach their full potential. If you're looking for a place to build a long and fulfilling career, the County of Orange is an excellent choice.
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