Medical Records Administrator
A medical records administrator manages patients' healthcare information and medical records, ensuring accuracy, security, and compliance with regulations.
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Sample Job Descriptions for Medical Records Administrator
Below are the some sample job descriptions for the different experience levels, where you can find the summary of the role, required skills, qualifications, and responsibilities.
Junior (0-2 years of experience)
Summary of the Role
We are seeking a detail-oriented and organized Medical Records Administrator to handle the maintenance and management of patient health information in a healthcare setting. The selected candidate will ensure the accuracy, accessibility, and protection of the records in compliance with legal and ethical standards.
Required Skills
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Proficiency in computer applications and EHR software.
- Ability to maintain confidentiality of patient information.
- Keen attention to detail.
Qualifications
- Associate's or bachelor's degree in Health Information Management or related field.
- Certification in health information technology or related area is preferred.
- Understanding of medical terminology and healthcare procedures.
- Familiarity with electronic health record (EHR) systems and health information management software.
Responsibilities
- Maintain and update patient records with electronic and hard-copy documents.
- Process requests for patient information while ensuring confidentiality and compliance with HIPAA regulations.
- Collaborate with healthcare professionals to verify patient information for accuracy and completeness.
- Assist with the development and implementation of health information management policies.
- Utilize healthcare information systems for data entry and records management.
Intermediate (2-5 years of experience)
Summary of the Role
The Medical Records Administrator is responsible for managing patient's health data in a medical facility. They ensure that records are accurately processed, stored, and retrieved in compliance with healthcare regulations. The role requires a detail-oriented individual with a strong understanding of medical terminology and health information systems.
Required Skills
- Proficiency in EHR software and Microsoft Office Suite.
- Excellent organizational and leadership abilities.
- Strong communication and interpersonal skills.
- Ability to maintain confidentiality and exercise discretion.
- Analytical skills with a focus on accuracy and compliance.
- Problem-solving abilities and a proactive work ethic.
- Capacity to manage multiple tasks and priorities.
Qualifications
- Bachelor's degree in Health Information Management (HIM) or related field.
- AHIMA Registered Health Information Administrator (RHIA) certification or equivalent.
- 2-5 years of experience in a medical records management role.
- Experience with Electronic Health Record (EHR) systems.
- Knowledge of medical terminology and coding.
- Familiarity with healthcare laws and regulations, including HIPAA.
- Strong organizational skills and attention to detail.
Responsibilities
- Oversee the daily operations of the medical records department.
- Maintain the accuracy and security of patient health information.
- Ensure compliance with HIPAA and other healthcare regulations.
- Develop and implement policies and procedures for health information management.
- Collaborate with healthcare providers to ensure the quality of documentation.
- Use Electronic Health Record (EHR) systems for record-keeping and analysis.
- Manage staff within the medical records department.
- Conduct regular audits of patient records for compliance and quality control.
- Provide training to staff on proper documentation and record-keeping practices.
- Respond to requests for medical records from patients, lawyers, and other authorized parties.
Senior (5+ years of experience)
Summary of the Role
The Medical Records Administrator is responsible for overseeing the handling, storage, and security of medical records within a healthcare setting. They ensure that all health information is managed according to legal, ethical, and professional standards, and they supervise staff to maintain accurate and accessible patient information.
Required Skills
- Strong leadership and management abilities.
- Exceptional organizational skills and attention to detail.
- Excellent communication and interpersonal skills.
- Capability to make decisions and problem-solve effectively.
- Proficiency with Electronic Health Record (EHR) software and IT systems relevant to health information management.
- Ability to handle confidential information with discretion and integrity.
Qualifications
- Bachelor's or Master's degree in Health Information Management (HIM), Healthcare Administration, or a related field.
- Certification as a Registered Health Information Administrator (RHIA) or similar credentials.
- Minimum of 5 years' experience in a medical records/health information management department.
- Experience with health information systems and electronic health records.
- In-depth knowledge of medical terminology, classification systems, and healthcare reimbursement methods.
- Familiarity with HIPAA and other healthcare regulations and compliance standards.
Responsibilities
- Ensure the privacy and security of patient medical records in compliance with federal and state regulations.
- Manage and oversee the maintenance, retrieval, storage, and transfer of electronic and paper health records.
- Develop and enforce policies and procedures for health information management.
- Supervise the medical records department staff, providing guidance and training as necessary.
- Conduct regular audits to ensure accuracy and completeness of health records.
- Collaborate with healthcare providers to ensure that patient information is current and accurately documented.
- Implement and support Electronic Health Record (EHR) systems and other health information technologies.
- Serve as the point of contact for legal inquiries and record requests regarding patient information.
- Work with IT staff to manage and safeguard all aspects of health information systems.
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