Medical Records Specialist

Medical Records Specialist

REPORTS TO:  Clinical Support Services Manager 

DATE CREATED: 02/18/2026

DEPARTMENT: Administrative                                                                               

FLSA STATUS: Non-Exempt

JOB SUMMARY

Responsible for managing all aspects of maintaining and protecting organization clinical records

including the management of the medical records team.

DUTIES & RESPONSIBILITIES

Supports all daily clinical records functions including maintaining accurate execution of clinical records policies.

Ensure clinical record systems are maintained in compliance with State, Federal, and Agency regulations.

Maintains comprehensive working knowledge of state, federal regulations and serves as a resource for appropriate organization personnel.

Protects all clinical records through executing standard control procedures for all open and closed records.

Protects the confidentiality of patient and organization information through effective controls and direct supervision of clinical records.

Patient information and clinical records to authorized users according to policy.

Completes an administrative record audit and forward abnormal results to their designee for clinical audit.

Monitors aged unsigned physician orders and submit second and third requests for signed orders to overdue physicians, calls, or coordinates a visit the offices of seriously overdue physicians.

Supervises the use of the clinical records information system and maintains a comprehensive working knowledge of the system including upgrades and enhancements.

Process weekly clinical reports for Clinical Supervisor/Manager/Director for Accountability Meetings.

Assists Reception with customer service – answering phones, retrieving client information, and faxes.

Process prior authorizations, time sensitive orders reviewing for accuracy, follow up on medication request, referrals, DME request, and document all interactions within patient chart.

Be cross trained in additional areas of operations including but not limited to Scheduling, Insurance Verification and Reception, Medical Back Office in order to provide back-up if needed.

All other duties as assigned by Manager or Director.

The above statements are only meant to be a representative summary of the major duties and responsibilities performed by the employee of this job.  The employee may be requested to perform job-related tasks other than those stated in this description.

JOB REQUIREMENTS (Education, Experience, Knowledge, Skills & Abilities)

At least three of preferred experience in clinical records management.

Demonstrated ability to process accurate medical records workflow.

Knowledge of corporate business management and governmental regulations.

Demonstrates good communication skills and public relations skills.

Demonstrates autonomy, organization, assertiveness, flexibility and cooperation in performing job responsibilities.