Medical Archivist Job Description [Updated for 2025]

In the realm of healthcare, the focus on medical archivists has never been more significant.

As medical advancements continue, so does the need for expert individuals who can properly manage, expand, and secure our health records and medical data.

But what exactly is expected from a medical archivist?

Whether you are:

• A job seeker attempting to understand the core responsibilities of this role,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the inner mechanics of medical archival,

You’ve come to the right place.

Today, we present a customizable medical archivist job description template, designed for easy posting on job boards or career sites.

Let’s delve into it.

Medical Archivist Duties and Responsibilities

Medical Archivists are responsible for managing and preserving medical records in both electronic and paper formats.

They ensure that the information remains accessible, yet secure, and is maintained in an orderly, efficient, and regulatory-compliant manner.

Their duties and responsibilities include:

• Collecting, cataloging, and storing medical documents such as reports, medical histories, diagnostic tests, and treatment plans
• Ensuring that all medical records are complete, accurate, and up-to-date
• Using various classification systems to code and categorize patient information for databases and registries
• Implementing and administering electronic health records (EHR) systems
• Adhering to patient confidentiality rules and regulations as per the Health Insurance Portability and Accountability Act (HIPAA)
• Reviewing records for completeness, accuracy, and compliance with regulations
• Providing authorized persons with access to patient records
• Tracking patient outcomes for quality assessment
• Training medical staff on the appropriate use and management of healthcare records
• Collaborating with IT staff to ensure the security and integrity of electronic databases and systems
• Responding to requests for medical records from patients, healthcare professionals, and legal authorities

 

Medical Archivist Job Description Template

Job Brief

We are seeking a detail-oriented and organized Medical Archivist to manage our extensive collection of medical records.

The responsibilities of the Medical Archivist include organizing and cataloging medical records, ensuring all records are properly categorized and stored, and maintaining the confidentiality of sensitive patient information.

Our ideal candidate has a background in health information management and a strong understanding of medical terminologies.

They should also be familiar with electronic health record systems and data management.

Ultimately, the role of the Medical Archivist is to ensure that our organization’s medical records are accurately maintained and easily retrievable for medical personnel when needed.

 

Responsibilities

• Manage and catalog medical records and data.
• Ensure all records are properly stored, categorized, and readily accessible.
• Maintain the confidentiality of sensitive patient information.
• Digitize records as required and ensure electronic health record systems are up to date.
• Comply with all legal requirements for record keeping and patient privacy.
• Work closely with medical personnel to locate and retrieve needed records.
• Audit records for accuracy and completeness.
• Develop and implement policies for record retention and disposal.

 

Qualifications

• Proven work experience as a Medical Archivist or in a similar role.
• Experience working with electronic health record systems.
• Strong understanding of medical terminologies.
• Knowledge of legal requirements related to medical record keeping and patient privacy.
• Detail-oriented with strong organizational skills.
• BSc degree in Health Information Management or a relevant field.

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Medical Archivist
• Work Environment: This position is primarily office-based in a healthcare setting. Some remote work may be considered.
• Reporting Structure: Reports to the Health Information Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 minimum to $70,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Medical Archivist Do?

Medical Archivists work typically within the healthcare sector or related research institutions.

They have a vital role in managing, organizing and preserving medical records and historical medical documents.

They categorize patient records and information in a systematic manner, ensuring they are easy to locate and retrieve when needed.

This includes both electronic and physical documents.

Their job involves adhering to medical privacy laws and ensuring the confidentiality and security of sensitive patient information.

They may be tasked with training staff on records management procedures and policies.

Medical Archivists also collect, analyze, and manage data that physicians, nurses, and other healthcare staff need.

They digitize records to maintain organization and comply with the latest technology and regulations.

In addition, they may work closely with researchers and historians to provide access to historical medical documents while ensuring that all legal and ethical guidelines are followed.

They may also be responsible for maintaining archival standards and preservation methods to keep the integrity of the documents intact over time.

 

Medical Archivist Qualifications and Skills

Medical Archivists must have a blend of specialized knowledge, technical skills, and interpersonal abilities to effectively manage and preserve medical records, including:

• Detailed understanding of medical terminology, health information management, and the healthcare industry to accurately categorize and store medical records.
• Proficiency in using medical software systems and databases to store, retrieve, and manage patient records.
• Strong organizational skills to manage large volumes of information and ensure easy accessibility of medical records when needed.
• Keen attention to detail to ensure accuracy and completeness of records, and to identify any discrepancies in the stored information.
• Good understanding of privacy laws and regulations such as HIPAA to handle and protect sensitive patient information ethically and legally.
• Effective communication skills to collaborate with healthcare professionals, answer their queries, and provide necessary information in a clear and concise manner.
• Critical thinking and problem-solving skills to resolve issues related to data storage and retrieval.
• An ability to work independently as well as part of a team, ensuring smooth operations within the health information department.
• Technical skills to troubleshoot problems with archiving software or hardware and ensure continuous operation of archiving systems.

 

Medical Archivist Experience Requirements

Medical Archivist roles typically require candidates to have an undergraduate degree in health information management or a related field.

Some roles may require a master’s degree in archival studies or library science, with a concentration in medical or health informatics.

At the entry-level, candidates may have 1 to 2 years of experience in a related role such as a Records Clerk, Document Specialist, or Health Information Technician, where they have gained experience in record-keeping, cataloging, and archival storage systems.

A Medical Archivist with over 3 years of experience likely has more advanced skills in managing and preserving medical records and sensitive health data, while also ensuring compliance with various privacy and security laws.

They may have also gained experience in using archiving software and technology, as well as digitization and restoration of physical records.

Those with more than 5 years of experience are expected to have extensive knowledge of archival theory and practice, as well as experience in the management of large-scale archival projects.

They may also have leadership experience, having supervised teams of archivists or technicians, and can be considered for managerial or senior roles within an archival department.

Certification by the American Health Information Management Association (AHIMA) or similar professional organizations, such as Registered Health Information Administrator (RHIA) or Certified Archivist (CA) credentials, can also be beneficial and may be required for certain roles.

 

Medical Archivist Education and Training Requirements

Medical Archivists typically require a bachelor’s degree in health information management, library science, or a related field.

They also need a strong understanding of medical terminology, coding, and the legal aspects of health information.

Some positions may require Medical Archivists to have a master’s degree in archival studies or a similar discipline.

In addition to formal education, Medical Archivists often require certification from a recognized professional body such as the American Health Information Management Association (AHIMA).

This typically involves passing an exam and meeting work experience criteria.

Continuing education is also important for Medical Archivists as they need to keep up with changes in technology and regulations related to health information management.

Strong computer skills, particularly in database management and relevant software, are crucial for this role.

Practical experience, such as internships or part-time jobs in medical records departments, can also provide valuable training for prospective Medical Archivists.

 

Medical Archivist Salary Expectations

The average salary for a Medical Archivist is approximately $52,663 (USD) per year.

However, the actual earnings can vary significantly based on factors such as professional experience, certifications, the size and sector of the employer, and the cost of living in the geographical location.

 

Medical Archivist Job Description FAQs

What skills does a Medical Archivist need?

Medical Archivists should possess strong organization and attention to detail, as they’re responsible for managing important medical records.

They should have good computer skills, as they may work with specialized medical archiving software.

Knowledge about medical terminologies, procedures, and laws related to medical records are also necessary.

In addition, they must have excellent communication skills to interact with healthcare personnel and patients, if required.

 

Do Medical Archivists need a degree?

Yes, most Medical Archivists typically need a bachelor’s degree in health information management or a related field.

They might also need a certification such as the Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT).

Some positions may also require experience in a healthcare setting.

 

What should you look for in a Medical Archivist resume?

When reviewing a Medical Archivist resume, look for a degree in health information management or a related field.

Certifications like RHIA or RHIT are also valuable.

Experience in managing medical records in a healthcare setting is a plus.

Skills such as knowledge of medical terminologies, expertise in archiving software, and familiarity with laws related to medical records are important.

 

What qualities make a good Medical Archivist?

A good Medical Archivist is meticulous and organized, as they’re responsible for managing and maintaining important medical records.

They should have a strong understanding of medical terms and healthcare procedures.

They must also be ethical and respect confidentiality, given the sensitive nature of the information they handle.

A good Medical Archivist is also adaptable and willing to keep up with changes in technology and regulatory requirements.

 

What are the daily duties of a Medical Archivist?

On a typical day, a Medical Archivist might spend time cataloging new patient records, retrieving records as requested by medical personnel, ensuring the accuracy and completeness of records, and maintaining the security and confidentiality of information.

They may also spend time checking and updating the database, ensuring compliance with regulations, and working on digitization or other special projects.

 

Conclusion

And there you have it.

Today, we’ve unveiled the true essence of being a medical archivist.

Surprised?

It’s not just about organizing and preserving medical records.

It’s about safeguarding the health history, one record at a time.

With our handy medical archivist job description template and real-world examples, you’re ready to step forward.

But why limit yourself?

Delve deeper with our job description generator. It’s your secret weapon for crafting precision-focused listings or refining your resume to perfection.

Keep in mind:

Every record is a chapter in the book of medical history.

Let’s preserve that history. Together.

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