Job Description
The Department of State Hospitals-Napa, Health Information Management Department is accepting applications for a full-time, permanent Senior Medical Transcriber.
Senior Medical Transcribers serve in a secretarial capacity to a chief medical officer, a program administrator, or the head of a medical specialty to do difficult medical transcribing using a wide variety of technical medical terms, abbreviations, and reports. Positions that supervise a pool of medical transcribers may also be allocated to this level.
• Supervises the staff assigned to the Transcription Section of the Health Information Management Department, who complete medical and other transcription from dictated and handwriten material.
• Transcribes average and difficult dictation accurately involving a variety of medical terms from dictated material (with knowledge of Winscribe Network Dictation System) or handwritten material, as needed to maintain timely flow of work, as well as transcribes the most confidential or complex work using a personal computer (with knowledge of Microsoft Word program).
• Verifies DSM-IV coding on reports.
• Gathers data and prepares Continuous Quality Improvement Reports.
• Orients clinical staff on transcription procedures.
• Maintains identification numbers for staff and revises as necessary to keep dictation system current.
• Monitors Winscribe dictation system and edits when information is entered incorrectly.
• Responsible for making repair calls for dictation equipment, word processors and printers, and follows up as needed.
• Assigns priorities, organizes, and monitors work flow within the Transcription Section.
• Prepares weekly transcription status report.
• Researches status of dictation for hospital staff.
• Informs section staff of procedural changes.
• Trains employees to be backup for dictation system.•
• Creates and revises templates as needed.
• Communicates with dictators when discrepancies or problems occur in dictation.
• Maintains various logs/reports. Maintains an atmosphere conducive to efficient work practices.
• Participates in the selection process of new employees and orients new employees to Health Information Management Department and assigned section.
• Trains new employees in the duties of assigned section.
• Proofreads transcription of new employees.
• Evaluates employee performance and completes probationary and annual performance evaluations in a timely manner and carries out appropriate action, which may include commendations, adverse action or other administrative action.
• Maintains accurate time records tor Transcription employees.
• Review reports transcribed for quality, format and uniformity among all transcriptionists.
• Maintains an understanding of the principles of effective supervision and good public relations, the Department's Equal Employment Opportunity Program objectives, a manager's role in the Equal Employment Opportunity Program and the processes available to meet Equal Employment Opportunity objectives.
Compliance with legal mandates which govern hospital operations. Ensures the hospital meets the system wide expectations and requirements of the Civil Rights of institutionalized Persons Act
(CRIPA) and the United States Department of Justice (USDOJ).
• Maintains section manual; revises and develops new procedures.
• Actively participates in the staff/safety meetings, providing safety training, inspections and accident investigations and prevention.
• Displays knowledge of the Department's objectives and the supervisor's role in the Equal Employment Opportunity Program and the processes available to meet those objectives.
• Develops effective lines of communication and promotes positive staff morale.
• Represents the Director at hospital-wide committee meetings, as requested.
• Respects at all times the confidentiality and sensitivity of all information about patients, co-workers and subordinates.
• Within the Health Information Management Department, maintains cooperative working relationships with other supervisors and management to facilitate work production.
• Maintains a professional, calm and courteous attitude at all times.
• Keeps Director of Health Information Management Department informed of section status.
• Keeps employees informed of changes within the facility, department and section.
• Maintains and promotes effective working relationships with clinical staff.
You will find additional information about the job in the Duty Statement .
Minimum Requirements You will find the Minimum Requirements in the Class Specification.
- SENIOR MEDICAL TRANSCRIBER
Additional Documents - Job Application Package Checklist
- Duty Statement
Position Details Job Code #:
JC-503591
Position #(s):
480-521-1178-001
Working Title:
Senior Medical Transcriber
Classification:
SENIOR MEDICAL TRANSCRIBER $4,089.00 - $5,119.00 A
New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.
# of Positions:
1
Work Location:
Napa County
Telework:
In Office
Job Type:
Permanent, Full Time
Facility:
Department of State Hospitals - Napa
Department Information Founded in 1875, Napa State Hospital is the only state hospital in Northern California for persons struggling with severe mental illness. Classified as a low to moderate security facility, the hospital has a bed capacity to treat up to 1,362 patients on an attractive campus with treatment units located on 138 acres. Staff is dedicated and committed to delivering high quality, cost-effective, professional services and specialized programs in an environment that promotes continuous improvements in treatment for individuals with mental disabilities.
Applicant Survey
Please let us know how you learned about this career opportunity by taking the brief survey that follows: Recruitment Survey
Department Website:
Special Requirements - The position(s) require(s) a Background Investigation be cleared prior to being hired.
- The position(s) require(s) Medical Clearance prior to being hired.
Applications may be screened and only the most qualified candidates will be invited for an interview. Those interested in obtaining employment with the California Department of State Hospitals - Napa must apply and compete through the State recruitment process. Applicants who successfully pass the examination will be placed on an eligibility list used to recruit for positions.
To apply for the examination for this position, please click here:
Senior Medical Transcriber Exam Link
If you already have list eligibility for this classification, you do not need to retake the examination, except when your list eligibility expires. Please note this is a separate process, you will also need to submit your application of interest additionally.
The employee is required to work any shift and schedule in a variety of settings throughout the hospital and may be required to work overtime and float to other work locations as determined by the operational needs of the hospital. All employees are required to have an annual health review and repeat health reviews whenever necessary to ascertain that they are free from symptoms indicating the presence of infection and are able to safely perform their essential job functions.
Statement of Qualifications Required:
- Use 12 point Arial font.
- One inch margins.
- Two (2) pages maximum, single spaced.
- Include your full name, classification title, and job control number.
1. Please describe your educational background, work history, and any supervisory experience.
2. Please describe your experience as a medical transcriber.
3. Please describe why you are the best candidate to be selected for this position.
Application Instructions Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.
Final Filing Date: 1/28/2026
Who May Apply
Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list or LEAP eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply. Individuals who are eligible for a Training and Development assignment may also be considered for this position(s).
Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).
How To Apply
Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:
Address for Mailing Application Packages
You may submit your application and any applicable or required documents to:
Department of State Hospitals
Department of State Hospitals - Napa
Attn: Exams & Hiring Unit
2100 Napa/Vallejo Hwy.
Napa , CA 94558
Address for Drop-Off Application Packages
You may drop off your application and any applicable or required documents at:
Department of State Hospitals
Department of State Hospitals - Napa
Exams & Hiring Unit
2100 Napa/Vallejo Hwy.
Napa , CA 94558
08:00 AM - 05:00 PM
Required Application Package Documents
The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:
- Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
- Resume is optional. It may be included, but is not required.
- Statement of Qualifications -
- Use 12 point Arial font.
- One inch margins.
- Two (2) pages maximum, single spaced.
- Include your full name, classification title, and job control number.
1. Please describe your educational background, work history, and any supervisory experience.
2. Please describe your experience as a medical transcriber.
3. Please describe why you are the best candidate to be selected for this position.
Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.
Desirable Qualifications In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:
KNOWLEDGE OF:
Modern office methods, supplies and equipment; technical medical terms and abbreviations, various medical forms and reports and their processing; business English and correspondence.
ABILITY TO:
Type at a speed of not less than 45 words a minute from ordinary manuscript or printed or type written material; spell correctly; read and write English at a level required for successful job performance; make arithmetical computations; follow difficult oral and written directions; evaluate situations correctly and take effective action; perform medical clerical work of average difficulty including the ability to process a large variety of medical reports and correspondence independently, transcribe accurately difficult dictation involving a variety of medical terms from a dictating machine; prepare correspondence independently, and perform difficult clerical work.
• Report to work on time and follow procedures for reporting absences;
• Maintain a professional appearance;
• Appropriately maintain cooperative, professional, and effective interactions with employees, patients, and the public; and,
• Comply with hospital policies and procedures.
Benefits Benefit information may be obtained by visiting the California Department of Human Resources (CalHR) web site and to the California Public Employees Retirement System (CalPERS) web site for retirement and health benefit information.
Other benefits include:
Free Parking
On-site childcare
Electric Vehicle charging stations
Beautiful walking trails and access to parks
On-site exercise facility
Contact Information The Human Resources Contact is available to answer questions regarding the position or application process.
Department Website:
Human Resources Contact:
Harleen Sahota
(000) -
harleen.sahota@dsh.ca.gov
Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.
EEO Contact:
Tiffani Emerson Morris
(707) 312-6255
tiffani.emersonmorris@dsh.ca.gov
California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.
Equal Opportunity Employer The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.
Job Tags
Permanent employment, Full time, Work at office, Remote work, Shift work,