Medical Records Specialist

Role and Responsibilities 

Responsible for all record functions across the organization footprint, including management of incoming and outgoing documentation. Under the direction of the Compliance Director and Health Information Team Leader, this position assures electronic medical records are maintained according to regulatory requirements, that HIPAA rules are enforced, and that minimum necessary practices are followed, as it pertains to receipt of and requests for records.   

Essential Functions 

• Appropriately and accurately pull records for patient care, quality review, and audits in a timely manner. 


• Observe confidentiality and safeguards all patient related information.   


• Responsible for coordinating the release of medical information to insurance companies, lawyers, state, and federal agencies.  


• Verify authorizations to release protected health information in accordance with agency policy and procedures and state and federal laws.  


• Ensure that all requests for records are logged in the Medical Records Database. 


• Review and attach signed Physician Orders in Worldview. Elevate orders to Escalations per protocols.  


• Scan and Index incoming medical record documentation to the appropriate chart, including Authorizations. 


• Process HCHB workflow tasks, including MRS Notes, Start of Care documentation, and faxing Episode Summary Reports to hospitals per Federal COP’s. 


• Print Patient Instructions and send to patients per Federal COP’s.  


• Monitor and process incoming mail addressed to Medical Records. 


• Answer incoming phone calls in to the department. 


• Other duties as assigned. 

This job description reflects management’s assignment of essential functions; and nothing in this herein restricts management’s right to assign or reassign duties and responsibilities to this job at any time. 

Education Requirements 

• Associate’s Degree is required. 

Qualifications and Requirements 

• At least 4 years’ experience in a health care setting; Medical Record experience is a plus.  


• Strong organizational and interpersonal skills.  


• Ability to work independently, be attentive to detail, and maintain a positive attitude.  


• Ability to manage multiple and simultaneous responsibilities and to prioritize scheduling of work.  


• Ability to maintain confidentiality of all medical, financial, and legal information.  


• Ability to complete work assignments accurately and in a timely manner.  


• Ability to communicate effectively, both orally and in writing.  


• Ability to handle difficult situations involving patients, physicians, or others in a professional manner. 


• Basic computer skills- Email, Internet, Microsoft Office. 

Work Environment 

The Medical Records Specialist is primarily in an office setting and may be exposed to outdoor conditions. 

The working conditions are classified as light work: 

• Light work - Exerting up to 20 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Light work involves sitting most of the time. 

Physical Requirements 

The following is a description of the physical requirements on a daily basis for the Medical Records Specialist. While performing the duties of the job the employee is regularly expected to: 

• Stand 


• Sit 


• Hear 


• Walk 


• Talk 


• Stoop or kneel 


• Repetitive motion 

This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. 

EOE/AA Minority / Female / Disability / Veteran