Medical Records Technician

Job Description

Job Description

Company Description

IHMS USA, Inc. provides medical services to some of the world’s most vulnerable populations, including individuals and families who are migrating, displaced, or affected by conflict, disaster, or disease. For more than 20 years, IHMS has delivered compassionate, high-quality healthcare services across the Pacific, Europe, the Middle East, Africa, and the Americas. Headquartered in Houston, Texas, IHMS USA focuses on supporting communities across the Western Hemisphere while drawing on the global experience and best practices developed by IHMS teams around the world.

Our work is driven by a commitment to delivering safe, effective, and patient-centered care in complex environments. To support this mission, IHMS has developed accredited and compliant management systems that help ensure quality care while tracking and coordinating every aspect of patient health services. These systems promote transparency, strengthen safeguarding practices, and provide near real-time visibility into clinical operations.

We understand that many of the individuals we serve are navigating difficult and uncertain circumstances. That’s why our care model includes access to comprehensive behavioral health services when needed, ensuring patients receive both medical and emotional support.

For healthcare professionals, working with IHMS means being part of a mission-driven team dedicated to making a meaningful impact. Our teams operate around the world and stand ready to provide compassionate care wherever it is needed most. For more information, please visit:

This position is contingent on contract award.

IHMS USA, Inc. is looking for an experienced Medical Records Technician to create, maintain, secure, retrieve, and transfer separate patient medical records in accordance with contract requirements, records retention rules, privacy laws, and electronic health record standards. The role supports continuity of care by ensuring patient records are complete, accessible to authorized personnel, available for transfer and release workflows, and maintained in a secure environment. 

Key Responsibilities:

• Create and maintain a separate patient medical record apart from the social record or alien file, using the authorized recordkeeping process. 
• Maintain patient medical records in an electronic health record system and support compliance with required interoperability, access, and reporting standards. 
• Ensure medical records are maintained in a format that is easily accessed and stored in a secure, protected, pest-free, fire-protected, flood-protected, humidity-controlled, and preferably climate-controlled environment. 
• Process medical record requests from authorized health services and authorized government representatives in accordance with contract requirements and applicable privacy and confidentiality laws. 
• Protect patient confidentiality and protected health information in compliance with the Health Insurance Portability and Accountability Act and other applicable federal and state requirements. 
• Support timely retrieval, release, transfer, and secure transmission of patient medical information for authorized care, transport, continuity of care, litigation support, audits, inspections, and other approved purposes. 
• Prepare, assemble, label, and transfer confidential medical records or medical transfer summaries for patient movement between facilities, in accordance with approved procedures. 
• Support health services staff in maintaining documentation for current medications, diagnoses, appointments, consultations, testing status, medical precautions, and equipment needs related to transfer continuity. 
• Maintain accuracy, completeness, and organization of medical documentation and escalate discrepancies, missing information, or record integrity issues for correction. 
• Support daily tracking and documentation of medical requests and appointments within the facility information system as required by contract workflows. 
• Provide records support for requests related to pending or current litigation, congressional inquiries, inspections, audits, complaints, and corrective action activities within required timelines. 
• Maintain records in accordance with applicable National Archives and Records Administration schedules and contract retention requirements; do not destroy or remove records without written authorization. 
• Report any unlawful or accidental removal, defacing, alteration, destruction, or unauthorized access to records immediately upon discovery through established reporting channels. 
• Support remote access, account access coordination, and designated point-of-contact functions for authorized electronic health record data requests, as assigned. 
• Participate in required initial, annual, and recurring training related to privacy, records management, emergency response, safety, and health services operations. 
• Complete initial and annual emergency response training required for facility staff, including cardiopulmonary resuscitation, automated external defibrillator use, emergency first aid, signs of health emergencies, and methods of obtaining emergency medical assistance. 
• Work effectively in a multilingual and multidisciplinary environment while maintaining respectful, professional communication with patients, coworkers, providers, and stakeholders. 
• Use facility office equipment and recordkeeping tools required to scan, store, retrieve, organize, and transmit medical documentation. 

This list is non-exhaustive, and the role holder may be required to undertake additional duties that are not specifically listed above. 

Basic Requirements/Certifications:

• Experience maintaining medical records, health records, or other controlled records in a health care setting. 
• Experience working with an electronic health record system. 
• Knowledge of medical record confidentiality, records retention, and release-of-information requirements. 
• Ability to maintain accurate, complete, and organized records. 
• Ability to protect protected health information and other sensitive information. 
• Ability to support record transfer processes and continuity-of-care documentation. 
• Ability to work with scanning equipment, printers, computers, and electronic record systems. 
• Basic Life Support (BLS) certification. 

Education Required: 

• High School Diploma or GED equivalent.  

Attributes and Professional Qualities: 

• Strong oral and written communication skills.  
• Excellent interpersonal skills.  
• Critical thinking skills.  
• Cultural competency.  
• Integrity and honesty. 
• Verbal and written proficiency in Spanish (preferred, not required).  
• Experience in a detention or correctional or residential healthcare setting preferred. 

Physical Requirements: 

• Required to walk unaided at a normal pace for up to 5 minutes and maintain balance. 
• Required to jog/fast walk up to ¼ mile. 
• Requires physical exertion such as lifting objects greater than 30 pounds. 
• Required to perform CPR/emergency care standing or kneeling. 
• Must have the ability to assist sick, injured, or aging patients or staff exiting the building (may require lifting, dragging, wheeling, or carrying someone who weighs significantly more than self). 
• Must be able to see, hear and smell with aids if necessary. 
• Must be able to lift, push, or carry 30 pounds. 
• Must perform the duties of my job in a stressful and often austere environment without physical limitations. 
• Sitting and/or standing for extended periods of time. 
• Average manual dexterity for computer operation. 
• Phone or computer use for extended periods of time. 

Other Special Qualifications: 

• Must maintain current/physical residency in the continental U.S. 
• Pass a medical examination conducted by a licensed physician within 30 days prior to initial assignment. 
• U.S. citizen and have resided in the U.S. for the last five years (unless abroad on official U.S. government duty). 
• Successfully engage in and complete a thorough Background Investigation. 
• Poses or have ability to obtain required security clearances. 
• Proficiency in Spanish is preferred. 

Privacy Disclaimer:  Policy link

By clicking “I’m Interested” and submitting your application, you acknowledge that you have read and understood the applicable Privacy Policy (available via the link above) and agree that IHMS USA, Inc., may collect, use, store, transfer, and otherwise process your personal information in accordance with that Privacy Policy for recruitment and hiring purposes.

Compensation Disclaimer:
Pay range is based on several factors and may vary in addition to a full range of medical, financial, and/or other benefits. Final salary and offer will be determined by the applicant’s background, experience, skills, internal equity, and alignment with geographical market data.

Benefits Language (FTE roles):
Full-time positions are eligible for our comprehensive and competitive benefits package including medical, dental, vision, and basic life insurance. Additional benefits include a 401k plan, paid time off, and an annual bonus. IHMS USA, Inc. complies with all federal, state, and local minimum wage laws.

Equal Opportunity Employer (EEO) Statement:
IHMS USA, Inc. is an equal opportunity employer and does not discriminate against employees or job applicants on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.