*Exempt*

POSITION JOB
DESCRIPTION

Job Title: MEDICAL RECORDS MANAGER Supervised by: Medical Records Director
Prepared by: Medical Records Director Approved by: Vice President of Finance &
CFO
Date: June 2005 Date: June 2005
Revised: February 2011, September 2011, April 2013, April 2016 Reviewed: _____________________________

JOB SUMMARY
Responsible for managing the activities of the medical records clerical staff. Ensures that Medical Records are
secure, confidential, complete and accurate in accordance with policies and procedures within Avita Health System.
All requests for records are met in a timely manner. Is able to work cooperatively with medical staff and other health
care professionals in obtaining documentation to complete medical records.

DUTIES AND RESPONSIBILITIES

1. Demonstrates a consistent level of performance; strives to maintain a steady level of productivity and
provides a consistent effort.

2. Functions as the Custodian of Records for Avita Health Systems.

3. Manages day-to-day functions and coverage of the medical records clerks.

4. Visits every location of Medical Records at least once monthly to assure the Medical Records Department
are functioning properly and efficiently.

5. Responsible for maintaining security and confidentiality regulations for record access and review. Consults
director of any unusual request.

6. Updates or modifies job description of Medical Records staff as needed.

7. Assists director with formulating departmental budget and other projects as needed.

8. Prepares and maintains medical records, forms, reports as needed.

9. Safeguards confidentiality of the medical records and complies with all local, state, and federal laws
pertaining to medical records. Assures compliance with all HIPAA regulations concerning use, retrieval,
storage and sharing of medical records.

10. Conducts on-going training and evaluation of Medical Record clerks.

11. Educates staff efficiently on all medical records processes

12. Leads and assists other departments on new projects in Medical Records.

13. Performs performance improvement functions through data collection and documentation review.

14. Demonstrates knowledge of hospital computer systems.

15. Maintains a good working relationship within the department and other departments.

16. Assists in retrieving charts for physician completion, committees when necessary and all other customers as
needed.

17. Must be familiar with the following manuals: Ellucid, Administration, Health Information Management
Services, Emergency Preparedness and Safety.
 18. Maintains the department (including files) in a neat, clean and orderly manner, as well as paying special
attention to work area.

19. Assists in production and revision of medical records related policies and procedures.

20. Completes annual performance evaluations on all medical records clerks.

21. Responsible for disciplinary/corrective action for clerical staff.

22. Schedules staff appropriately.

23. Willingly accepts additional assignments as required.

PROFESSIONAL REQUIREMENTS

24. Adheres to dress code, appearance is neat and clean.

25. Completes annual education requirements.

26. Maintains patient confidentiality at all times.

27. Reports to work on time and as scheduled, completes work within designated time.

28. Wears identification while on duty, uses computerized punch time system correctly.

29. Completes inservices and returns in a timely fashion.

30. Attends annual review and department inservices, as scheduled.

31. Actively participates in performance improvement and continuous quality improvement (CQI) activities.

32. Complies with all organizational policies regarding ethical business practices.

33. Demonstrates professionalism and courtesy when dealing with ALL people (i.e. staff, managers/supervisors,
administration, patients, visitors, physicians).

34. Represents the organization in a positive and professional manner in the community.

35. Adheres to the Standards of Behavior established by the organization.

36. Communicates the mission, vision and values of the facility.

37. Exhibits and practices good customer service skills with both internal and external customers.

JOB REQUIREMENTS

 RHIA, RHIT or minimum of three years of prior management/supervisory/coordinator experience in HIM.

 Understanding and knowledge of regulatory accreditation requirements (e.g. DNV)

PREFERRED

 RHIT (Registered Health Information Technologist or 3 years of medical records experience)

 Five years of management/supervisory experience in a healthcare setting

 Bachelor’s degree in Health Information Management, Business Management or related field.

u/hr/jdperform/medrecords/medrecordsmanager 2
LANGUAGE SKILLS

 Ability to read and communicate effectively in English.

OTHER SKILLLS

 Working knowledge of database management and strong computer skills with Microsoft software.

 Diplomacy and sensitivity in handling confidential information.

 Excellent interpersonal skills.

 Ability to direct, motivate and work with employees.

PHYSICAL DEMANDS

 For physical demands of position, including vision, hearing, repetitive motion and environment, see following
description.

 Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions of the position without compromising client care.

=======================================================================================

I have received, read and understand the Position Job Description above.

___________________________________________________________ _________________________
Name/Signature Date Signed

The above statements are intended to describe the general nature and level of work performed by employees assigned to
this position. They are not to be construed as an exhaustive list of all job duties performed by the personnel so classified.

u/hr/jdperform/medrecords/medrecordsmanager 3
 DESCRIPTION OF
PHYSICAL DEMANDS
JOB TITLE: DEPARTMENT:
MEDICAL RECORDS MANAGER MEDICAL RECORDS
DEVELOPED BY: DATE DEVELOPED:
MEDICAL RECORDS DIRECTOR OCTOBER 2016

u/hr/jdperform/medrecords/medrecordsmanager 4
 ___________________________ B. Left Only
PHYSICAL DEMANDS ___________________________
C. Both
Fine Dexterity
On-the-job time is spent in the _ A. Right only
following physical activities ___________________________ B. Left Only
Show the amount of time by ___________________________ C. Both
checking the appropriate boxes
below. _

Note: Reasonable
accommodations may be
made to enable individuals
Stand: with disabilities to perform
Walk: the essential functions of
Sit: this position.
Talk or hear:
Use hands to finger, handle or feel:
Push/Pull:
Stoop, kneel, crouch or crawl:
Reach with hands and arms:
Taste or smell:
WORK ENVIRONMENT
This job requires that weight be
This job requires exposure to the
lifted or force be exerted. Show
following environmental conditions.
how much and how often by
Show the amount of time by
checking the appropriate boxes
checking the appropriate boxes
below.
below.

None

Up to 10 pounds:
Up to 25 pounds: Wet, humid conditions (non-weather):
Up to 50 pounds: Work near moving mechanical parts:
Up to 100 pounds: Fumes or airborne particles:
More than 100 pounds: Toxic or caustic chemicals:
Outdoor weather conditions:
This job has special vision Extreme cold (non-weather):
requirements. Check all that Extreme heat (non-weather):
apply. Risk of electrical shock:
Work with explosives:
 Close Vision (clear vision Risk of radiation:
at 20 inches or less) Vibration:
 Distance Vision (clear
vision at 20 feet or more) The typical noise level for the work
 Color Vision (ability to environment is:
identify and distinguish colors) Check all that apply.
 Peripheral Vision (ability to  Very Quiet 
observe an area that can Loud Noise
be seen up and down or  Quiet 
to the left and right while Very Loud Noise
eyes are fixed on a  Moderate Noise
given point)
 Depth Perception (three- Hearing:
dimensional vision; ability  Ability to hear alarms on
to judge distances and equipment
spatial relationships)  Ability to hear client call
 Ability to Adjust Focus  Ability to hear
(ability to adjust eye to instructions from
bring an object into physician/department staff
sharp focus)
 No Special Vision
Requirements REPETITIVE MOTION
ACTIONS
Specific demands not listed:
___________________________ Repetitive use of foot
control
_____
A. Right only
___________________________ B. Left Only
___________________________ C. Both
_ Repetitive use of hands
___________________________ A. Right only
B. Left Only
___________________________
C. Both
_ Grasping: simple/light
___________________________ A. Right only
___________________________ B. Left Only
C. Both
_
Grasping: firm/heavy
A. Right only
u/hr/jdperform/medrecords/medrecordsmanager 5
*Exempt*