Sutter Health HIM Clerk Santa Rosa Full Time in Santa Rosa, California


Sutter Pacific Medical Foundation is a not for profit corporation that exists to provide medical services, research and education. The foundation provides the infrastructure for the delivery of physician services, and contracts with a separate corporation comprised of physicians and other care providers to deliver the clinical services. This multi-specialty foundation will provide a platform from which new physicians can be recruited to continue to provide physician services in a nonprofit, community setting. The Foundation's vision is to create a medical group that will deliver high quality, market competitive medical services.

Job Summary

Performs clerical functions related to ongoing department operations and the coordination of interdepartmental and intradepartmental service and communications. In Assembly, must be familiar with regulations affecting release of medical information and patient confidentiality and must use good judgment when responding to requests for information. In reception, receives numerous phone calls on a daily basis and must be able to make decisions on a variety of different requests for medical information while maintaining patient confidentiality. May assemble patient records and may prepare transcribed reports for distribution and placement in patient charts. May provide relief in other positions.

Information Management

•Uses Microsoft Windows to store, archive, and manage electronic files located on departmental servers for input into the electronic health record.

•Uses transcription software (e.g., iMedX, eMon, etc.) to input clinical data into the electronic health record.

•Generates and reviews information (e.g., reports, results, films, correspondence, etc.), recognizes problems and appropriately escalates.

•Uses the appropriate mode (e.g., fax, telephone, mail, electronic) to disseminate a variety of information to the appropriate party.

•Receives a variety of information from internal/external sources, reviews and takes appropriate action.

•Receives requests for information and follows established protocol to respond appropriately.

•Stores information, documents and records according to standard procedures.

•Accurately retrieves and/or compiles data or information upon request, within established time frames.

•May enter information to capture charges for tests, products and/or services.

•Scans and stores information, documents and records according to standard procedures.

Customer Service Inquiries and Complaints

•Answers phone within response parameters, using established greetings and phrases (e.g., key words) when appropriate.

•Effectively accesses various data sources for requested information (e.g., EPIC, IDX, MS-4, etc.).

•Refers caller to the appropriate party when necessary (e.g., Billing, Sutter Connect, Help Desk, Department Manager, etc.) by providing contact information.

•Verbally conveys requested information to caller using correct terms, content and enunciation.

•Faxes or prints documents as requested.

•Accurately documents inquiries and complaints.

•Responds constructively to complaints and unexpected occurrences, using established phrases (key words) when appropriate.

•Takes initial steps to effectively resolve complaints and problems in the sort-term.

•Independently recognizes errors, omissions and other events that constitute an occurrence, taking the appropriate corrective action.

•Assists in the investigation of amendment requests, complaints and occurrences.

•Uses database for tracking and trending complaints and occurrences.

•Tracks complaints and occurrences to the point of documentation of final resolution.

•Initiates service recovery appropriately as a step in the follow-up to a significant complaint or occurrence.

•Conducts patient/customer satisfaction surveys (if applicable), compiling responses accurately.

Health Information Management

•Maintains and enforces patient confidentiality and privacy laws, policies, and procedures.

•Identifies the steps in initial setup and maintenance of documentation process.

•Works with an automated health information application (e.g., EPIC, OnBase, RightFax, etc.).

•Delineates and complies with security and access control processes to protect privacy information.

•Identifies common types of information maintained on patients.

•May participate in charge capture, coding and/or billing of procedures and/or diagnoses.

•Describes and complies with organization's health information management procedures and policies.

•Locates published guidelines and other sources of information on health information keeping.



  • High school diploma or equivalent education required.

  • Coursework in Medical Terminology preferred.

  • Coursework in HIM preferred.


  • Medical office experience sufficient to perform in all duties and aspects of Health Information management and specific and general office duties, as can be obtained with 2-3 years of experience in a medical office preferred.

  • Computer/Microsoft Suite experience required.

Skills and Knowledge

  • Demonstrated knowledge of medical terminology required.

  • Demonstrated knowledge of chart assembly and background knowledge of chart analysis is desired.

  • Basic knowledge of dictation/transcription processes with regard to computer software, i.e. iMedX, eMon, Speech-to-Text, etc.

  • Demonstrated knowledge of basic clerical duties and skills: typing, pulling records, filing, photocopying, answering telephones, faxing; demonstrated knowledge of computer applications.

  • Demonstrated knowledge of essential elements for report formats.

  • Demonstrated understanding of concurrent chart flow and patient types. Demonstrated understanding of patient flow from admit to discharge required. Knowledge of suspension process is preferred. Knowledge of Birth Certificate process and transmittal process is preferred.

  • Demonstrated knowledge of release of confidential health information, terminal digit filing and basic office practices.

  • Requires organization, attention to detail, accuracy, multi-tasking, decisive judgment and the ability to work with frequent interruptions and minimal supervision.

  • Must be able to work in a demanding, fast-paced environment balancing multiple priorities and take appropriate actions in challenging situations.

  • Demonstrated knowledge of computer operating systems with regards to files, folders and shortcuts.

Primary Location: California, North Bay/Lake County, Santa Rosa

Organization: Sutter Pacific Medical Foundation

Employee Status: Regular

Benefits: Yes

Position Status: Non-Exempt

Union: No

Job Shift: Day

Shift Hours: 8 Hour Shift

Days of the Week Scheduled: Monday-Friday

Weekend Requirements: None

Schedule: Full Time

Hrs Per 2wk Pay Period: 80

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, marital status, sexual orientation, registered domestic partner status, sex, gender, gender identity or expression, ancestry, national origin (including possession of a driver's license issued to individuals who did not present proof of authorized presence in the U.S.), age, medical condition, physical or mental disability, military or protected veteran status, political affiliation, pregnancy or perceived pregnancy, childbirth, breastfeeding or related medical condition, genetic information or any other characteristic made unlawful by local, state, or federal law, ordinance or regulation. External hires must pass a background check/drug screening. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state, and local laws, including but not limited to the San Francisco Fair Chance Ordinance.