Medical Records Specialists

Written By Keandra Wilson

 1. OVERVIEW

Medical records specialists play a critical role in the healthcare industry by compiling, processing, and maintaining patient records. They ensure that medical information is accurate, up-to-date, and properly stored in compliance with health information standards and legal requirements.

  • 2024 Median Pay: $50,250 per year ($24.16 per hour)

  • Job Growth (2023–2033): 9% (Much faster than average)

  • Typical Education: Postsecondary nondegree award, associate’s degree, or bachelor’s degree

  • Work Experience: Entry-level roles may require minimal experience, but some positions may prefer candidates with some healthcare-related experience.

2. Role Breakdown by Level

Entry Level

  • Job Titles: Medical Records Clerk, Health Information Assistant, Medical Records Specialist (Junior)

  • Education: High school diploma or postsecondary nondegree award (certificate program)

  • Experience: No prior experience necessary, though experience in healthcare or administrative roles can be beneficial.

  • Core Responsibilities:

    • Organize and maintain patient records in electronic health records (EHR) systems.

    • Review and ensure patient records are complete, accurate, and timely.

    • Process and retrieve records for insurance reimbursement and data analysis.

    • Assist with patient data entry and updating medical files.

  • Salary Range: $35,000–$45,000

Mid Level

  • Job Titles: Medical Records Technician, Health Information Specialist, Medical Coding Specialist

  • Education: Postsecondary certificate or associate's degree in Health Information Technology or a related field.

  • Experience: 2–5 years in healthcare administration or a related role.

  • Core Responsibilities:

    • Apply coding systems for medical diagnoses, procedures, and services.

    • Review and verify accuracy of patient data.

    • Manage the release of information and ensure confidentiality.

    • Work with medical professionals to gather information for proper coding and billing.

    • Supervise or mentor junior medical records staff.

  • Salary Range: $45,000–$55,000

Senior Level

  • Job Titles: Health Information Manager, Medical Records Supervisor, Director of Health Information Management

  • Education: Associate’s or bachelor’s degree in Health Information Management or a related field, with certification.

  • Experience: 5+ years, including supervisory or management experience in medical records or healthcare administration.

  • Core Responsibilities:

    • Manage the entire medical records department, ensuring compliance with laws and regulations.

    • Oversee data security and privacy standards for patient information.

    • Implement new technologies and systems for better data management.

    • Handle complex data analysis for research or reporting purposes.

    • Ensure that medical coding and billing processes align with insurance requirements.

  • Salary Range: $55,000–$80,000+

3. How to Become One

  • Education: Medical records specialists typically require a postsecondary certificate, associate’s degree, or bachelor’s degree in health information management or a related field. Some programs may include internships or supervised experience, such as a practicum, to ensure hands-on training.

    • High school: Focus on biology, computer science, and anatomy courses.

    • Postsecondary: Programs typically include courses in medical terminology, health data requirements, classification systems (ICD-10, CPT), and ethical handling of patient information.

  • Licensing & Certification: Certification may not always be required, but many employers prefer or require it.

    • RHIT (Registered Health Information Technician) – Certification by the American Health Information Management Association (AHIMA).

    • Medical Coding Certifications (e.g., CPC, CCS) – Offered by organizations like AAPC and AHIMA.

  • Advancement: With additional certification or education, specialists may advance to roles like Health Information Manager or Medical Records Director. Further education can lead to roles in health services management.

4. Skills & Tools

  • Core Skills:

    • Analytical skills for interpreting medical records and coding information.

    • Attention to detail for verifying accuracy and completeness of data.

    • Strong communication skills to interact with medical professionals and patients.

    • Integrity and knowledge of confidentiality laws, such as HIPAA, for protecting patient information.

  • Tools & Software:

    • Electronic Health Record (EHR) Systems: Epic, Cerner, Allscripts

    • Medical Coding Software: 3M CodeFinder, Optum360

    • Health Information Systems: HealthPort, McKesson

    • General Office Tools: Microsoft Office, Google Workspace

5. Work Environment

  • Industries: Hospitals, outpatient care centers, physician’s offices, and healthcare facilities.

  • Work Settings: Primarily office-based, with some roles requiring periodic visits to medical offices or hospitals.

  • Schedules: Most work full-time. Some healthcare facilities may have shifts that include nights, weekends, or holidays.

6. Job Outlook

  • Employment of medical records specialists is projected to grow by 9% from 2023 to 2033, due to an increasing population that requires medical services.

  • Annual Openings: Approximately 15,000 positions will open each year on average.

  • As the healthcare system adopts more electronic records, the demand for medical records specialists will rise, especially in clinics and hospitals managing complex patient data.

7. Related Occupations

  • Health Information Technologists and Medical Registrars: Advise on computerized health systems.

  • Medical Assistants: Perform administrative and clinical tasks.

  • Medical Coders: Specialize in coding medical diagnoses and services.

  • Health Services Managers: Oversee the administrative aspects of healthcare organizations.

8. Resources for Learning & Advancement

  • Courses & Certifications:

    • American Health Information Management Association (AHIMA)

    • AAPC Medical Coding Certification

    • LinkedIn Learning: Health Information Management Courses

    • Coursera/edX: Health Informatics and Coding

  • Books:

    • Health Information Management: Concepts, Principles, and Practice by Kathleen M. LaTour and Shirley Eichenwald Maki

    • Medical Coding: A Guide to ICD-10-CM and CPT Coding by Carla N. Williams

  • Videos & Communities:

    • YouTube: AAPC tutorials, Coding Corner

    • Podcasts: The Health IT Podcast

    • Reddit: r/HealthInformationManagement

9. Regional Data & Employment Trends

  • Top-Paying Industries:

    • Management of Companies and Enterprises: $60,750

    • Hospitals: $56,520

    • Professional, Scientific, and Technical Services: $49,970

  • Hot Markets:

    • Growing demand in areas with expanding healthcare infrastructure (e.g., California, New York, Texas).

  • Trends:

    • Increased reliance on digital and AI technologies to streamline health data management.

    • Need for specialists to handle complex coding and health data analysis due to an aging population.

 

Keandra Wilson
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