"Manager Medical Records Services - 528850"

Job Summary

The Manager of Medical Records Services provides oversight and direction for the day-to-day administration of medical records services, including records retrieval, maintenance, and release in accordance with federal and state regulatory standards and University policy and procedures. Ensures departmental productivity and compliance goals are met. Provides guidance, trains, and supervises records office staff.

Additional Department Summary

Under the guidance of the Director of Medical Records and Privacy, oversees the day-to-day operations of the Medical Records department for the College of Community Health Sciences (CCHS) and all assigned affiliates. Manages medical records workflows, including the creation, assignment, and monitoring of record-related worklogs and aging reports to ensure timely documentation completion, record accuracy, and compliance with regulatory and organizational standards.

Provides guidance and training to build an efficient and effective records office team, and promotes a strong culture of integrity and responsibility. Manages staff schedules, facilitates staff onboarding, training, and periodic performance evaluations. Generates monthly staff productivity and quality reports for the Director, and monitors the timely completion of medical record worklog tasks. Assists with routine access and documentation audits, and privacy compliance-related activities.

Supports Director in the development of privacy, records archival, and other medical records retention management and documentation-related curriculum, policies, and presentations. Serves as the Medical Records liaison to clinical departments and enterprise partners across CCHS, including Billing, Finance, Health IT, Reception, Laboratory, and other operational areas, ensuring alignment on record integrity, access, release of information, and documentation standards. Maintains the strictest standards of confidentiality; adheres to all HIPAA/FERPA guidelines/regulations, medical records regulations, institutional policies, and applicable state/federal laws.

Required Minimum Qualifications

Bachelor's degree and four (4) years of experience in medical records or health information management, clinical operations, and/or healthcare compliance functions; OR master's degree and two (2) years of experience in medical records or health information management, clinical operations, and/or healthcare compliance functions.

Skills and Knowledge

Knowledge of health information management and medical records operations, including release of information, confidentiality, information security, record retention, and applicable state and federal regulations. Knowledge of regulatory and accreditation standards (HIPAA, CMS). Knowledge of healthcare management principles, clinic philosophy, related policies and procedures. Knowledge of medical terminology. Demonstrated experience working with electronic medical records.

Proficient in the use of personal computers, standard application software, and electronic health record systems. Excellent organizational and effective written and verbal communication skills. Excellent customer service skills, ability to communicate with respect, cultural awareness, and sensitivity. Demonstrated expertise in data analysis and report generation using Excel and/or SQL. Ability to analyze and interpret complex data. Ability to research issues and prepare comprehensive reports. Ability to monitor quality control standards. Skill in developing and maintaining effective relationships with staff, providers, patients, and regulators. Skill in organizing work to achieve organizational goals and objectives.

Ability to cope with stressful conditions. Ability to demonstrate tact, versatility, and adaptability. Ability to demonstrate a high degree of self-motivation and directional initiative. Skill in exercising initiative, judgment, problem-solving, and decision-making. Excellent analytical and interpersonal skills and ability to function effectively in high-volume or stressful environments while demonstrating tact, adaptability, self-motivation, and professionalism, and maintaining strict confidentiality.

Preferred Qualifications

Bachelor’s degree or higher in Health Information Management, Health Administration, or a related field. One (1) year of leadership/supervisory experience in a medical records office or clinical environment, to include oversight of medical records staff employees. Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT). Experience working with EHR systems and computer-assisted coding platforms (EPIC, Cerner, MEDITECH, NextGen, etc.). Previous experience within a multi-specialty practice. RHIA, RHIT, or CCS certification or other certification in the area of health information.

Pay Grade/Pay Range

Minimum: $62,300 - Midpoint: $81,000 (Salaried E10)

Normal Work Schedule

Monday - Friday 8:00am to 5:00pm; occasional evening/weekend hours as needed

Department/Organization

208431 - UMC Medical Records