Medical Records Supervisor Job Description [Updated for 2025]

In the ever-evolving world of healthcare, the role of a medical records supervisor has taken center stage.

As healthcare systems advance and regulations increase, the demand for proficient individuals who can manage, oversee, and protect our medical records becomes paramount.

But what does a medical records supervisor really do?

Whether you are:

• A job seeker trying to understand the nuances of this role,
• A hiring manager crafting the profile of the ideal candidate,
• Or simply intrigued by the intricacies of medical records management,

You’ve come to the right place.

Today, we present a customizable medical records supervisor job description template, designed for effortless posting on job boards or career sites.

Let’s delve right into it.

Medical Records Supervisor Duties and Responsibilities

Medical Records Supervisors are primarily responsible for managing the handling, storage, and maintenance of patients’ health information in a healthcare setting.

They ensure the accuracy, accessibility, and security of such critical data.

Their duties and responsibilities include:

• Overseeing the daily activities of the medical records department
• Ensuring the accuracy and completeness of patients’ medical records
• Developing and implementing policies and procedures for the medical records department
• Ensuring the security and confidentiality of patients’ health information in compliance with laws and regulations
• Reviewing and updating patients’ medical records as needed
• Training and supervising staff in the medical records department
• Collaborating with other health professionals to ensure efficient and coordinated care
• Performing audits of medical records to ensure compliance with standards and regulations
• Managing the storage and retrieval of medical records
• Handling the release of information requests from patients, healthcare providers, or legal entities

 

Medical Records Supervisor Job Description Template

Job Brief

We are looking for a detail-oriented Medical Records Supervisor to manage our medical records department.

You will be responsible for supervising the medical records staff, ensuring the accuracy and security of all patient records, and maintaining adherence to all legal and regulatory requirements.

Our ideal candidate has a strong understanding of medical terminology, health information systems, and record keeping.

The goal is to ensure that all medical records serve their purpose of providing accurate information about a patient’s medical history, treatment plans, and progress.

 

Responsibilities

• Supervise the medical records department and staff
• Ensure the accuracy and confidentiality of all patient records
• Develop and implement procedures for effective record keeping and retrieval
• Ensure adherence to legal and regulatory requirements
• Conduct regular audits to ensure records are complete and correct
• Collaborate with medical and administrative staff to ensure smooth operations
• Train staff in records management and related legal issues
• Manage electronic health record systems
• Address patient requests for medical records

 

Qualifications

• Proven work experience as a Medical Records Supervisor or similar role in healthcare
• Knowledge of health information management systems
• Understanding of medical terminology
• Familiarity with privacy laws and regulations related to medical records
• Excellent organizational and leadership skills
• Attention to detail and problem-solving skills
• BSc degree in Health Information Management or relevant field
• Certification as a Registered Health Information Administrator (RHIA) or similar

 

Benefits

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

 

Additional Information

• Job Title: Medical Records Supervisor
• Work Environment: Hospital or healthcare facility. Standard office hours with potential for occasional overtime.
• Reporting Structure: Reports to the Health Information Manager or Director of Health Information.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $60,000 minimum to $95,000 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 Supervisor Do?

Medical Records Supervisors oversee the activities of the medical records department within a healthcare facility.

They ensure that all patient records are accurately maintained and updated.

They are also responsible for keeping these records secure and confidential as per the HIPAA regulations.

Their tasks involve supervising the coding, filing, and retrieval of medical records in both electronic and paper formats.

This includes verifying accuracy, accessibility, and security of the information.

Medical Records Supervisors also train and manage staff members who are responsible for maintaining and organizing medical records.

They ensure that staff members follow protocols and procedures for coding and storing information.

Additionally, they may collaborate with other departments like the IT and legal department to ensure data integrity, security, and compliance with legal and ethical standards.

Many Medical Records Supervisors are involved in the transition from paper to electronic health records, which includes implementing and managing electronic health record systems.

They also generate reports from the medical records database as needed by physicians, researchers, and administrators.

 

Medical Records Supervisor Qualifications and Skills

A proficient Medical Records Supervisor should have the skills and qualifications that align with your job description, such as:

• Knowledge of medical terminology, coding, and health information management to effectively oversee the maintenance of medical records.
• Strong organizational skills to manage a large volume of records, maintaining them in an orderly and accessible manner.
• Exceptional attention to detail to ensure accuracy and consistency in the medical records and to detect any discrepancies or errors.
• Supervisory skills to manage a team of health information technicians, assigning tasks, overseeing work, and providing training as needed.
• Proficiency in using healthcare software systems to store, retrieve, and manage medical records electronically.
• Communication skills to interact with healthcare professionals, administrators, and patients, and to explain policies and procedures related to medical records.
• Problem-solving skills to troubleshoot issues related to record keeping and data management, and to develop solutions.
• Understanding of privacy laws and ethical guidelines to ensure that the handling of medical records complies with all relevant regulations and standards.

 

Medical Records Supervisor Experience Requirements

Medical Records Supervisors generally require a significant amount of experience in a related healthcare field, such as health information management or medical records administration.

Entry-level candidates may have 1 to 2 years of experience, often gained through internships or part-time roles in medical records departments or similar healthcare settings.

These professionals may have worked as Medical Records Clerks, Health Information Technicians, or similar roles where they were exposed to the workings of a medical records department.

Candidates with more than 3 years of experience often have a strong understanding of medical terminology, laws and regulations regarding health information systems, and HIPAA compliance.

They may have developed these skills in roles such as Medical Records Specialist, Health Information Management Specialist, or similar positions.

Those with more than 5 years of experience may have advanced to roles with more responsibility, such as Medical Records Manager or Health Information Management Supervisor.

This level of experience often entails supervision of staff, strategic planning, budgeting, and quality assurance tasks related to medical records and health information management.

In addition, many Medical Records Supervisors will have a degree in Health Information Management or a related field, and certifications such as Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) are often preferred.

 

Medical Records Supervisor Education and Training Requirements

Medical Records Supervisors typically require a bachelor’s degree in health information management, healthcare administration, or a related field.

They should have a strong background in medical recordkeeping, data management, and understand the classification systems used in healthcare.

Completion of a Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) program is often desired, as these programs provide the necessary skills in medical coding, patient data privacy, and health information systems.

In addition to formal education, some positions may require Medical Records Supervisors to have a few years of experience in a medical records or health information management department.

This experience provides practical knowledge about overseeing the day-to-day operations of managing patient records, and often includes responsibilities such as auditing, staff training, and ensuring compliance with federal and state laws.

Certification, such as the Certified Professional in Health Information Management (CPHIM) or Certified Health Data Analyst (CHDA), is often preferred or required.

These certifications demonstrate a professional’s commitment to maintaining up-to-date knowledge in the field and their dedication to providing high-quality care.

Continuing education is also crucial in this role due to frequent changes in healthcare laws, technology, and best practices.

This could be achieved through attending seminars, workshops, or further studies.

 

Medical Records Supervisor Salary Expectations

The average salary for a Medical Records Supervisor is approximately $51,625 (USD) per year.

However, this figure can fluctuate based on factors such as experience, certification, the complexity of the healthcare facility, and the region in which they’re located.

 

Medical Records Supervisor Job Description FAQs

What skills does a Medical Records Supervisor need?

A Medical Records Supervisor should have strong leadership skills and be able to manage a team effectively.

They should have excellent attention to detail to ensure the accuracy of records and understand laws and regulations related to health information.

They should be proficient in computer systems and medical records software.

Effective communication and interpersonal skills are also crucial to coordinate with other healthcare staff.

 

Do Medical Records Supervisors need a degree?

Medical Records Supervisors usually have a degree in Health Information Management or a related field.

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

Experience in a healthcare setting dealing with medical records is also typically required.

 

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

Look for a degree in Health Information Management or a related field and certifications such as RHIA or RHIT.

Check for experience in handling medical records and supervising a team in a healthcare setting.

Proficiency in medical records software and a solid understanding of medical terminology and health information laws and regulations are also important.

 

What qualities make a good Medical Records Supervisor?

A good Medical Records Supervisor is detail-oriented to ensure the accuracy of records.

They have strong leadership skills to manage their team effectively.

They are well-versed in health information laws and regulations to ensure compliance.

Good communication skills help them to coordinate with other healthcare staff effectively.

They should also be adaptable to changes in technology and procedures in health information management.

 

Is it difficult to hire a Medical Records Supervisor?

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

It’s important to find a candidate who not only has the necessary educational background and certifications but also has practical experience in managing medical records and a team in a healthcare setting.

Offering competitive salaries and benefits may attract more qualified candidates.

 

Conclusion

And there we have it.

Today, we delved into the intricate world of a Medical Records Supervisor.

But guess what?

It’s not just about organizing files.

It’s about shaping the future of healthcare, one patient record at a time.

With our ready-to-use Medical Records Supervisor job description template and real-world examples, you’re primed to take the next step.

But why stop there?

Go further with our job description generator. It’s your ultimate tool for creating laser-accurate job listings or polishing your resume to perfection.

Remember:

Every patient record contributes to the larger picture of healthcare.

Let’s shape that future. Together.

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