Medical Records Manager Job Description [Updated for 2025]

In the modern era of healthcare, the importance of Medical Records Managers cannot be overstated.

As healthcare becomes increasingly digitized, the demand for skilled professionals who can organize, maintain, and protect our medical records continues to grow.

But what does a Medical Records Manager actually do?

Whether you are:

• A job seeker trying to understand the responsibilities of this role,
• A hiring manager seeking to define the ideal candidate,
• Or simply curious about the world of medical records management,

You’ve come to the right place.

Today, we present a customizable Medical Records Manager job description template, designed for easy posting on job boards or career sites.

Let’s dive right in.

Medical Records Manager Duties and Responsibilities

Medical Records Managers are responsible for the maintenance and security of all patient records and data.

They are key in making sure information is available to healthcare providers when needed and that confidentiality of patient information is maintained.

Their duties and responsibilities include:

• Ensuring all patient records are accurate, up-to-date, and complete
• Implementing and managing electronic health record systems
• Training staff on the proper usage of the patient record system
• Developing and implementing policies for the release of records
• Responding to requests for patient records and ensuring they are provided in accordance with laws and regulations
• Regularly auditing and reviewing patient records to ensure compliance with healthcare laws and regulations
• Developing and implementing a disaster recovery plan for patient records
• Coordinating with other departments to ensure smooth operations and efficient patient care
• Ensuring patient information privacy and data security protocols are in place and adhered to

 

Medical Records Manager Job Description Template

Job Brief

We are seeking a diligent Medical Records Manager to oversee and maintain our healthcare facility’s patient records.

The Medical Records Manager will be responsible for managing accurate, timely, and confidential patient records, ensuring compliance with federal and state laws.

The ideal candidate should be familiar with the Health Insurance Portability and Accountability Act (HIPAA) requirements, and have a strong understanding of medical terminology, healthcare databases, and data management systems.

 

Responsibilities

• Oversee the daily operations of the medical records department.
• Ensure all patient records are accurate, complete, and in compliance with legal standards.
• Develop and implement policies and procedures for record keeping.
• Monitor and evaluate systems to improve record-keeping procedures.
• Ensure security and confidentiality of all patient records.
• Coordinate with healthcare professionals to collect and analyze health data.
• Manage the storage, retrieval, and disposal of records according to regulations.
• Prepare reports on patient data for regulatory bodies and internal use.
• Train and manage staff in the medical records department.
• Stay current with state and federal laws related to medical record keeping and privacy.

 

Qualifications

• Proven experience in medical records management or a similar role.
• Knowledge of medical terminology and understanding of health information management.
• Familiarity with electronic health records (EHR) systems and databases.
• Understanding of HIPAA and other medical record regulations.
• Excellent organizational and leadership skills.
• Strong written and verbal communication skills.
• Bachelor’s degree in Health Information Management or a related field.
• Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) certification is a plus.

 

Benefits

• Health, dental, and vision insurance
• Retirement savings plan
• Paid time off
• Continuing education and professional development opportunities
• Wellness programs

 

Additional Information

• Job Title: Medical Records Manager
• Work Environment: This position is primarily office-based within a healthcare setting.
• Reporting Structure: Reports to the Director of Health Information Management.
• Salary: Salary is based on candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $60,000 minimum to $85,000 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 Records Manager Do?

Medical Records Managers, also known as Health Information Managers, play a crucial role in healthcare facilities.

They are responsible for the organization, accuracy, privacy, and security of patients’ health information.

They oversee the medical records department and ensure that the information contained in patient records is complete, accurate, and only accessible to authorized individuals.

Part of their role involves managing and utilizing patient data in compliance with legal, ethical, and professional standards.

They also oversee the coding of medical diagnoses and procedures, which requires knowledge of disease processes, pharmacology, and medical terminology.

Medical Records Managers often interact with healthcare providers to clarify diagnoses and ensure documentation supports the provided services.

They use computer systems to analyze patient data for use in patient care.

They also have administrative responsibilities, which may include managing the department’s budget, ensuring departmental compliance with laws and regulations, and supervising health information staff members.

Their work is integral to care coordination, research, data analysis, finance, and decision-making processes within the healthcare system.

 

Medical Records Manager Qualifications and Skills

Medical Records Managers should have a mix of technical and soft skills, as well as a strong understanding of healthcare regulations and information systems, including:

• Proficiency in handling and managing medical records systems, ensuring the integrity, accuracy, and confidentiality of patient data.
• Understanding of medical terminology, healthcare regulations, and data management to oversee the collection, storage, and retrieval of patient records.
• Excellent attention to detail and organization skills to manage large volumes of data accurately and efficiently.
• Strong leadership and communication skills to coordinate and supervise the medical records department and to facilitate effective communication with healthcare providers and administrative staff.
• Problem-solving and analytical skills to troubleshoot issues related to data management, security, and compliance.
• Knowledge of health information technology and electronic health records (EHR) systems to manage digital records and streamline healthcare processes.
• Ability to ensure compliance with laws and regulations related to patient records, such as HIPAA (Health Insurance Portability and Accountability Act).
• Interpersonal skills to handle sensitive information and to interact with patients, healthcare professionals, and insurers.

 

Medical Records Manager Experience Requirements

Entry-level Medical Records Managers typically need at least 1 to 2 years of experience in the healthcare industry, specifically in roles related to health information management, medical coding, or medical record keeping.

This experience could be attained through internships, part-time roles, or relevant educational programs.

Candidates with 3 to 4 years of experience are typically expected to have a deeper understanding of medical record keeping, health information systems, and regulatory compliance.

They may have worked in roles such as Health Information Technician, Medical Records Technician, or Medical Coder, which develop their technical skills and knowledge.

Those with more than 5 years of experience are likely to have supervisory or management experience.

They may have overseen teams in areas such as electronic health record (EHR) implementation, medical coding, or regulatory compliance.

This level of experience often prepares them for the responsibilities of a Medical Records Manager, including overseeing the accuracy and security of patient records, ensuring compliance with laws and regulations, and managing a team of health information staff.

Additionally, certification as a Registered Health Information Administrator (RHIA) or a Registered Health Information Technician (RHIT) is often required for a Medical Records Manager role.

These certifications require specific educational attainment and passing a national exam, ensuring the individual has the necessary knowledge and skills for this role.

 

Medical Records Manager Education and Training Requirements

Medical Records Managers typically have a bachelor’s degree in health information management or a related field.

This education provides a foundational understanding of medical terminology, health data standards, and privacy laws.

These programs usually include courses in health informatics, health information law and ethics, and computer systems and applications in healthcare.

Some roles may require a Registered Health Information Administrator (RHIA) or a Registered Health Information Technician (RHIT) certification.

In addition, Medical Records Managers must have a solid understanding of medical coding systems, electronic health record systems, and health information management software.

Some positions, particularly those in larger healthcare organizations, may require Medical Records Managers to hold a master’s degree in health information management, health administration, or a related field.

Continuing education is important in this role due to the ever-evolving nature of healthcare regulations, technologies, and practices.

Therefore, many Medical Records Managers pursue additional professional development courses or certification programs to stay current with industry advancements and best practices.

Moreover, strong leadership and communication skills are essential, as these professionals often lead a team and coordinate with various departments within a healthcare facility.

 

Medical Records Manager Salary Expectations

A Medical Records Manager can expect to earn an average salary of $59,270 (USD) per year.

This salary can vary based on factors such as years of experience in the healthcare sector, specific knowledge in health information systems, the complexity of the job, and the geographical location of the healthcare facility.

 

Medical Records Manager Job Description FAQs

What skills does a Medical Records Manager need?

Medical Records Managers should have strong organizational skills to oversee the maintenance and organization of patient records.

They should be detail-oriented to ensure accuracy in data entry and record-keeping.

They also need to have a good understanding of medical terminologies, coding, and regulatory requirements.

In addition, they should have strong technical skills as they will often need to use electronic health record systems.

 

Do Medical Records Managers need a degree?

Yes, Medical Records Managers typically require a bachelor’s degree in health information management or a related field.

Some employers may prefer candidates with a master’s degree.

In addition, they may need to have a Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) certification.

 

What should you look for in a Medical Records Manager resume?

In a Medical Records Manager’s resume, look for a degree in health information management or a similar field, and any relevant certifications.

Experience in medical records management, especially in a healthcare setting, is crucial.

Proficiency in electronic health record systems and other related software is also important.

Additionally, look for evidence of strong organization skills, attention to detail, and knowledge of medical terminologies and coding.

 

What qualities make a good Medical Records Manager?

A good Medical Records Manager is meticulous and detail-oriented, ensuring the accuracy and integrity of patient records.

They should be well-organized, able to manage and safeguard a large amount of sensitive information.

They should also have strong communication skills to interact with healthcare professionals and administrative staff.

Additionally, they should be familiar with medical terminologies, coding, and regulatory requirements related to medical records.

 

How challenging is it to hire a Medical Records Manager?

Hiring a Medical Records Manager can be challenging due to the specific skill set and qualifications required for the role.

This includes a degree in health information management, relevant experience, and possibly certification.

Also, because they will be handling sensitive patient information, they need to demonstrate trustworthiness and adhere to strict confidentiality and ethical guidelines.

As such, it’s important to thoroughly vet candidates for these qualifications and traits.

 

Conclusion

There you have it.

Today, we’ve offered a revealing look into the real-world of a Medical Records Manager.

Surprise!

It’s not just about managing files.

It’s about orchestrating the essential backbone of health information, one record at a time.

With our go-to Medical Records Manager job description template and real-world examples, you’re fully equipped to chart your career path.

But why stop here?

Plunge further with our job description generator. It’s your key to creating precise job listings or refining your resume to the epitome of perfection.

Always remember:

Every managed record is a vital piece of the health information puzzle.

Let’s create a healthier future. Together.

How to Become a Medical Records Manager (Complete Guide)

Life’s Too Short for Boring Jobs: Exciting Careers with Great Salaries

Beyond Belief: Weird Jobs That Are Stranger Than Fiction

Merrymaking Money: The Most Enjoyable Jobs You’ll Love Every Day

The Indestructibles: Jobs That Survive Economic Meltdowns