Medical Records Administrator Job Description

MEDICAL RECORDS ADMINISTRATOR SUMMARY OF FUNCTIONS

The Medical Records Administrator, or HIM Administrator, designs and develops systems for documenting, storing and retrieving health information. They organize and manage health information data by ensuring their quality, accuracy, accessibility, and security in both paper and electronic (EHR) systems. They use various classification systems to code and categorize patient information for reimbursement purposes, for databases and registries, and to maintain patients’ medical and treatment histories.

MEDICAL RECORDS ADMINISTRATOR ESSENTIAL DUTIES AND RESPONSIBILITIES

• Uses methods that meet standards set by accrediting and regulatory agencies to plan systems for documenting, storing, and retrieving medical records.
• Processes medical-legal documents for insurance claims and legal actions and, as necessary, produces records and testifies in court about record-keeping procedures.
• Compiles information about births, deaths, and other statistics for federal and state agencies.
• Supervises health information (medical records) coders/technicians, assistants, medical secretaries, and other medical record staff; ensures that training for all health information personnel is kept up-to-date.
• Performs basic and applied research by collecting and analyzing patient and institutional data from Health Information Management (medical records)
• Prepares budgets, orders office equipment and supplies, designs forms and other materials, and attends to other administrative details.
• Serves on committees and works with all departments of the organization to improve efficiency and provide quality patient care.

ORGANIZATIONAL RELATIONSHIPS

Reports to the Medical Office Manager. Works closely with other departments and with physicians, nurses, and other health care professionals.

MEDICAL RECORDS ADMINISTRATOR QUALIFICATIONS

An associate’s degree in Health Information Management is required, as is a Registered Health Information Administrator (RHIA) certification; a bachelor’s degree in HIM is preferred. Experience with 3M^TM Coding and Reimbursement System is a must.

MEDICAL RECORDS ADMINISTRATOR PHYSICAL DEMANDS

Ability to communicate orally with management and coworkers is crucial. Regular use of the telephone and email for communication is essential. Sitting for extended periods is common. Hearing and vision within normal ranges is helpful for normal conversations, to receive ordinary information, and to prepare or inspect documents.

No heavy lifting is expected. Exertion of up to 10 lbs. of force occasionally may be required. Good manual dexterity required to use common office equipment (e.g., computers, copiers / scanners, fax machines).

Good reasoning ability is required to solve a wide range of business problems. Able to apply algebra and other analytics as required.  Able to understand and utilize management reports, insurance papers, and other documents to conduct business.

WORK ENVIRONMENT

The job is performed indoors in a traditional office setting. Activities include extended periods of sitting and extensive work at a computer or other productivity device.