Manager Medical Records

Job Description

Job Description

Manager of Medical Records- Ortho Alaska

The Manager of Medical Records oversees the daily operations of the medical records department within an orthopedic practice. This role ensures the accurate, confidential, and timely collection, maintenance, and retrieval of patient records in compliance with HIPAA and all applicable regulations. The manager also coordinates with clinical, administrative, and IT teams to support quality care and optimize recordkeeping systems and workflows.

Essential Functions

1. Oversee the maintenance, organization, and security of all patient medical records, whether electronic or physical.

2. Ensure compliance with HIPAA, state medical records retention laws, and other applicable regulatory requirements.

3. Manage release-of-information (ROI) requests, ensuring timely and accurate processing in accordance with legal and organizational policy.

4. Supervise, train, and evaluate medical records staff; manage scheduling, workload distribution, and performance.

5. Develop and maintain policies and procedures related to records management, documentation standards, and data integrity.

6. Oversee EHR-related documentation workflows, coordinating with IT/clinical staff to resolve records-related system issues.

7. Conduct regular audits of records for completeness, accuracy, and compliance; identify and correct discrepancies.

8. Serve as the organization's point of contact for records-related compliance inquiries, audits, or investigations.

9. Coordinate with coding, billing, and compliance departments to ensure documentation supports accurate coding and reimbursement.

10. Manage the secure storage, retention, and destruction of records in accordance with legal retention schedules.

11. Stay current on changes to state and federal health information regulations and update internal practices accordingly.

12. Lead or support process improvement initiatives to increase efficiency in records management operations.

13. Prepare reports and metrics related to records management operations for leadership.

Supervisory Responsibilities

• Directly supervises medical records/health information staff, including hiring, training, performance management, and scheduling.

Knowledge, Skills & Abilities

• Strong knowledge of HIPAA, medical records retention laws, and healthcare documentation standards.
• Proficiency with electronic health record (EHR) systems and records management software.
• Strong leadership and team management skills.
• Excellent organizational skills with high attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Problem-solving skills and ability to manage competing priorities in a fast-paced healthcare environment.
• Familiarity with medical coding/billing processes preferred.

Physical Demands

• Ability to sit for prolonged periods (up to 6–8 hours per day).
• Frequent use of hands/fingers for data entry, filing, and handling documents.
• Occasional standing, walking, reaching, and bending.
• Occasional lifting or carrying of files, records, or office equipment up to 20 pounds.
• Visual acuity to view computer screens and written documents clearly.

Equipment Operated

• Personal computer and office productivity software (Word, Excel, Outlook).
• EMR and document management systems (e.g., Epic, Athenahealth, EHR viewer tools).
• Scanners, copiers, fax machines, and multi-line telephones.
• Label printers and file storage equipment.
• Secure electronic file transfer tools and data encryption software.

Work Environment

• Office environment within a clinical setting.
• Frequent interaction with physicians, clinical staff, administrative staff, and third parties.
• Occasional exposure to confidential and sensitive health information.
• Fast-paced environment with deadlines and occasional interruptions.
• May require occasional extended hours or on-call availability for records-related issues or audits.

Education / Experience / Licenses / Certifications

Required

• Associate’s or Bachelor’s degree in Health Information Management, Healthcare Administration, or a related field.
• Experience with EHR systems and healthcare compliance requirements required.
• Orthopedic or specialty practice experience is a plus,

Preferred (in addition to Required)

• RHIT (Registered Health Information Technician) or RHIA (Registered Health Information Administrator) certification preferred.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee who holds this position. Job duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

EEO Statement

OrthoAlaska is proud to provide equal employment opportunities to all applicants and employees without regard to race, color, ancestry, national origin, sex, sexual orientation, gender identity, marital status, religion, age, pregnancy, protected veteran status, disability, or other protected categories.