Medical Records Technician Job Description [Updated for 2025]

In the rapidly evolving healthcare landscape, the role of Medical Records Technicians has become increasingly important.

As healthcare technology advances, the demand for skilled professionals who can organize, manage, and protect our healthcare records grows.

But let’s delve into the details: What is truly expected from a Medical Records Technician?

Whether you are:

• A job seeker trying to understand the core responsibilities of this role,
• A hiring manager defining the perfect candidate,
• Or simply curious about the crucial role of medical records management,

You’re in the right place.

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

Let’s get started.

Medical Records Technician Duties and Responsibilities

Medical Records Technicians play a critical role in the healthcare industry by ensuring patient information is accurately recorded, stored, and retrieved.

They are specialists in managing patient health information and medical records, which include diagnoses, treatment plans, and other relevant healthcare data.

Their primary duties and responsibilities include:

• Collecting and maintaining patient information, including personal details, medical history, and insurance information
• Organizing and maintaining data for clinical databases and registries
• Tracking patient outcomes for quality assessment and improvement
• Using classification software to assign clinical codes for data analysis and reimbursement
• Protecting patients’ health information for confidentiality, authorized access for treatment, and data security
• Working closely with healthcare providers to clarify diagnoses or to obtain additional information
• Ensuring all patient records are accurate, complete, and in compliance with regulations
• Performing regular audits and quality improvements of the medical records
• Processing patient admission or discharge documents
• Using electronic health record (EHR) systems to manage and store patient data

 

Medical Records Technician Job Description Template

Job Brief

We are seeking a meticulous and efficient Medical Records Technician to handle, organize, and manage patients’ health information data.

The incumbent will be tasked with maintaining comprehensive, accurate, and secure medical records in both electronic and paper formats.

The ideal candidate is well-versed in medical terminology, has a keen eye for detail, and possesses excellent organizational skills.

Ultimately, the Medical Records Technician’s role is to ensure all patients’ records are accurate, up-to-date, and easily accessible whilst adhering to confidentiality and data protection laws.

 

Responsibilities

• Maintain and organize electronic health records (EHRs) and paper documents.
• Review patient records for completeness, accuracy and compliance with regulations.
• Process patient admission or discharge documents.
• Use classification software to assign clinical codes for insurance reimbursement and data analysis.
• Protect patients’ health information for confidentiality, authorized access for treatment, and data security.
• Communicate with physicians and other healthcare professionals to clarify diagnoses or to obtain additional information.
• Perform regular audits and quality checks on the medical records.

 

Qualifications

• Proven work experience as a Medical Records Technician or similar role in a healthcare setting.
• Proficient in medical terminology and classifications.
• Experience with electronic health records (EHR) systems.
• Excellent attention to detail with the ability to spot errors and inconsistencies in medical records.
• Strong organization and management skills.
• Knowledge of relevant laws and regulations regarding medical records and patient rights.
• Ability to maintain confidentiality of sensitive information.
• Associate’s degree or certificate in Health Information Technology or related field.
• Registered Health Information Technician (RHIT) or similar certification is a plus.

 

Benefits

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

 

Additional Information

• Job Title: Medical Records Technician
• Work Environment: Hospital or healthcare facility setting. Some on-site and remote work may be available.
• Reporting Structure: Reports to the Medical Records Supervisor or Health Information Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $35,000 minimum to $55,000 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 Technician Do?

Medical Records Technicians, also known as Health Information Technicians, primarily work for healthcare institutions like hospitals, clinics, nursing homes, and health departments.

Their main responsibility is to manage and maintain patient health information data.

They ensure that the information remains quality, accurate, accessible, and secure in both paper and electronic systems.

Medical Records Technicians are responsible for categorizing patient information for insurance reimbursements, databases, and maintaining patients’ medical and treatment histories.

They use various classification systems to code and categorize patient information for insurance claims, for databases and registries, and to maintain patients’ medical and treatment histories.

Additionally, they may also track patient outcomes for quality assessment and use electronic health records (EHRs) systems.

Lastly, these professionals are also responsible for maintaining the confidentiality of patients’ records as per the Health Insurance Portability and Accountability Act (HIPAA) guidelines.

 

Medical Records Technician Qualifications and Skills

Medical Records Technicians require a specialized set of skills and qualifications to effectively manage, organize and maintain health information data, such as:

• Understanding of medical terminology, anatomy and physiology to accurately record and categorize patient information.
• Proficiency in using health information management (HIM) systems and electronic health records (EHR) software for efficient data entry and management.
• Strong attention to detail and organizational skills to ensure accuracy and consistency of medical records.
• Excellent communication skills to liaise with healthcare providers, insurance companies, patients and other involved parties.
• Ability to maintain confidentiality and adhere to the Health Insurance Portability and Accountability Act (HIPAA) regulations.
• Critical thinking and problem-solving abilities to identify and rectify discrepancies in medical records.
• Technical skills to work with computer systems, databases, and medical software.

 

Medical Records Technician Experience Requirements

Entry-level Medical Records Technicians may have 1 to 2 years of experience, typically gained through an internship or part-time role in a healthcare setting.

This experience provides a practical understanding of medical records, health information systems, and patient data management.

Candidates can also gain relevant experience in roles such as Medical Receptionist, Medical Administrative Assistant, or Health Information Clerk, where they learn to manage and process medical records.

Those with over 3 years of experience have usually developed their skills and knowledge in the management of health information, the use of Electronic Health Record (EHR) systems, medical coding, and billing procedures.

Medical Records Technicians with over 5 years of experience may have gained supervisory or leadership experience and are often qualified to manage a team of health information staff or oversee a department’s medical records system.

Regardless of years of experience, Medical Records Technicians are generally required to hold a Registered Health Information Technician (RHIT) certification, which validates their technical competency in the field.

 

Medical Records Technician Education and Training Requirements

Medical Records Technicians, often referred to as Health Information Technicians, typically require a postsecondary certificate or associate’s degree in health information technology.

These programs offer courses on topics such as anatomy, health data standards, coding and abstraction of data, statistics, healthcare reimbursement methods, and health information law and ethics.

Most employers prefer to hire Health Information Technicians who have certification or are willing to obtain certification.

Certifications such as the Registered Health Information Technician (RHIT) or Certified Tumor Registrar (CTR) can be acquired through associations like the American Health Information Management Association (AHIMA).

Certification requires successful completion of an accredited program and an examination.

Furthermore, these certifications require regular recertification and continuing education to keep up with changes in the field.

In addition to these educational requirements, Medical Records Technicians should also have strong technical skills, an eye for detail, integrity to handle confidential information, and excellent organizational skills.

Some Medical Records Technicians may choose to specialize in specific areas, such as cancer registry, and may require additional training and education in their chosen specialty.

 

Medical Records Technician Salary Expectations

A Medical Records Technician typically earns an average salary of $42,630 (USD) per year.

The salary can differ based on several factors such as years of experience, certifications, the size and location of the healthcare facility, and the complexity of the job role.

 

Medical Records Technician Job Description FAQs

What skills does a Medical Records Technician need?

Medical Records Technicians need strong attention to detail as they are responsible for maintaining and updating patient records.

They should be proficient in computer skills and must be familiar with electronic health records (EHR) systems.

They should also have knowledge of medical terminologies, coding, and billing procedures.

Good communication and interpersonal skills are also necessary as they often interact with healthcare professionals and patients.

 

Do Medical Records Technicians need a degree?

Medical Records Technicians typically need a postsecondary certificate to enter the occupation, although some may need an associate’s degree.

Certification, including the Registered Health Information Technician (RHIT) certification, is often required.

 

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

When reviewing a Medical Records Technician resume, employers should check for a candidate’s educational background, certification status, and experience with EHR systems.

Experience in medical coding and knowledge about health information laws and regulations is also a plus.

Look for candidates who have worked in a similar healthcare setting.

 

What qualities make a good Medical Records Technician?

A good Medical Records Technician is organized, detail-oriented, and discreet as they handle confidential patient information.

They need to be able to work independently and maintain accuracy even under pressure.

Good communication skills are also important, as they will need to interact with healthcare providers, insurance companies, and sometimes patients.

 

What are the daily duties of a Medical Records Technician?

The daily duties of a Medical Records Technician include organizing and maintaining data for clinical databases and registries, tracking patient outcomes for quality assessment, using classification software to assign clinical codes for data analysis and reimbursement, protecting patients’ health information for confidentiality, and compiling and maintaining patients’ medical records to document condition and treatment.

They may also communicate with physicians and other healthcare professionals to clarify diagnoses or to obtain additional information.

 

Conclusion

And there we have it!

Today, we’ve unraveled the mystery of what it really means to be a medical records technician.

Surprising, isn’t it?

It’s not just about sorting paperwork.

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

With our detailed medical records technician job description template and real-world examples, you’re ready to spring into action.

But why stop there?

Explore further with our job description generator. It’s your next step to creating precise job listings or refining your resume to perfection.

Remember:

Every patient’s record is a part of a bigger narrative.

Let’s construct that narrative. Together.

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