Medical Records Supervisor

Job Description

Job Title: Medical Records Supervisor

Department: Medical Records

Reports To: Senior Administrative Operations Manager, VP of Administration

FLSA Status: Non-Exempt

Approval Date: June 2, 2026


Summary

The Medical Records Supervisor oversees the operational, compliance, and records management functions of the Medical Records department. This role is responsible for medical record maintenance, release of information processes, document management, mail operations, staff oversight, regulatory compliance, and departmental reporting. The Medical Records Supervisor partners with patients, providers, attorneys, insurance companies, hospitals, and internal departments to ensure accurate record management, timely information release, regulatory compliance, and exceptional customer service.

Essential Duties and Responsibilities

• Oversee daily Medical Records operations, including record maintenance, document management, release of information requests, and departmental workflow coordination.
• Process andmonitormedical record requests received from patients, attorneys, insurance companies, physicians, clinics, hospitals, and other authorized entities.
• Ensure medical records, scanned documents, operative notes, correspondence, and electronic files are accurately indexed, uploaded, andmaintainedwithin the electronic medical record system.
• Manage retrieval and storage of archived records through off-site storage vendors and document management services.
• Distribute electronic faxes, stat faxes, electronic medical record documents, and other correspondence toappropriate personnel.
• Monitor departmental turnaround times, service levels, record accuracy, and compliance standards while preparing operational reports and performance metrics.
• Respond to incoming calls, emails, escalated record requests, and departmental inquiries while ensuring exceptional customer service.
• Collaborate with Clinical Services, Revenue Cycle, Operations, Compliance, and other departments to resolve records-related issues and improve workflows.
• Ensure compliance with HIPAA, medical record retention requirements, release-of-information standards, state and federal regulations, and organizational policies.
• Develop, implement, andmaintaindepartmental procedures related to medical records management, document retention, andrelease-of-informationprocesses.
• Conduct quality reviews and audits of medical records, document management activities, and release-of-information workflows to ensure accuracy and compliance.
• Assistwith onboarding, training, workflow guidance, and performance support for Medical Records personnel.
• Support mailroom operations, document processing activities, and specialprojects asassigned.
• Identifyprocess improvement opportunities and implement operational efficiencies to enhance service levels, compliance, and departmental performance.
• Otherduties as assigned.

Qualifications

• High school diploma or equivalent required; Associate degree in Health Information Management, Healthcare Administration, Business Administration, or related field preferred.
• Minimum2 years of medical records, healthcare administration, document management, or healthcare operations experiencerequired.
• Previoussupervisory, lead, training, or workflow coordination experience preferred.
• Knowledge of HIPAA regulations, medical record retention requirements,release-of-informationstandards, healthcare documentation practices, and regulatory compliancerequired.
• Experience with Athena EMR, Microsoft Office Suite, electronic document management systems, and healthcare information systems preferred.
• Strong organizational, communication, customer service, analytical, and problem-solving skills.
• Ability to manage multiple priorities whilemaintainingaccuracy, confidentiality, and attention to detail in a fast-paced healthcare environment.

Supervisory Responsibilities

Provides day-to-day leadership, workflow oversight, training, coaching, and performance support for Medical Records personnel. Assists with onboarding, employee development, workload management, quality monitoring, and operational oversight of the Medical Records department.

Certificates, Licenses, Registrations

• Nonerequired.
  • Registered Health Information Technician (RHIT) preferred.
  • Registered Health Information Administrator (RHIA) preferred.
  • Certified Electronic Health Records Specialist (CEHRS) preferred.

Physical Demands & Work Environment

Primarily office-based role requiring prolonged computer use, data entry, document management, and frequent communication with patients, providers, attorneys, insurance representatives, and staff. Ability to lift, move, push, and pull up to 50 pounds may be required. Work is performed in a fast-paced healthcare environment requiring strong attention to detail, organization, confidentiality, customer service, and the ability to manage competing priorities.

Work Schedule

The anticipated schedule for this position is Monday through Friday; however, work hours may vary based on operational needs, staffing requirements, and departmental priorities. Additional hours may be required to support business operations and service level expectations.

Peachtree Orthopedics is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.