Medical records manager job description

This post includes 3 parts: duties list, job qualification and job description writing tips for Medical records manager in details. A complete job description concludes Medical records manager key duties/responsibilities, Medical records manager job qualifications (knowledge, education, skills, abilities, experience…KSA model) and other ones such as daily tasks, key activities, key/core competencies, job functions/purpose…

I. List of Medical records manager duties:

1. Acting as a resource for medical and ancillary staff with regards to current health information management issues
2. Working closely with the Quality Assurance Management Team, and other Department Managers, to collect data required for health plans, special audits and studies and participating in the quality monitoring activities of the organization 
3. Reviewing all requests for health information prior to release to assure that all policies and legal requirements are met. 
4. Abstracting information, and creating reports, from records as authorized/required and distributes to appropriate personnel and governmental agencies
5. Reviewing and screening charts for compliance with charting standards, and maintaining basic statistical data
6. Assisting staff with evaluations and responding to patient complaints, and in the development and reporting of relevant quality management indicators
7. Generating physician orders, medication administration records (MAR), and treatment administration records (TAR) for the facility on a timely basis
8. Coding and indexes all health information (Disease index) pertaining to all diagnoses of residents on admission and discharge
9. Hiring, supervising and retaining qualified staff, maintaining appropriate staffing levels and organizing the department workload to promote efficiency and productivity
10. Acting as role model in demonstrating the customer service standards
11. Keeping abreast of current Federal and State regulations as well as professional standards and makes recommendations on changes in policies and departmental procedures
12. Preparing department annual budget proposal
13. Overseeing ICD 9, HCPCS, CPT and RUG coding to ensure compliance to clinical coding guidelines
14. Auditing face sheets & MDS to make sure appropriate codes are being used to maximize appropriate reimbursement

II. List of Medical records manager qualifications

1. Registered Health Information Technician (RHIT) or Registered Health Information Administrator (RHIA)
2. 5 to 10 years of supervisory experience in a Health Information Management Department / Medical Records Department
3. Familiar with PPS reimbursement for skilled nursing facilities. 
4. Knowledgeable in ICD9, CPT, HCPCS coding, MDS, RUGS, and CMMS standards and guidelines
5. Familiarity with Assisted Living accreditation standards and with CMMS documentation guidelines for Physicians is a plus
6. Knowledgeable in California State Title XXII Regulations, OBRA Guidelines, and HIPAA Regulations
7. Knowledgeable in the HIM processes
8. Strong decision-making skills as well as analytical skills and problem solving abilities
9. Demonstrated commitment to personal growth and development by participating in external activities related to professional goals

III. Tips to write job description

1. Too-long job description:

Looking at a too-long job description can frighten the candidates off and drive the away. A job description, no matter how important the job is, should not be included in more than 3 pages. If one focuses on too many things at a time, he shall definitely lose focus on the main items and get overwhelmed by the remaining; So, keep it concisely.

2. Too-short job description:

While too-long can be a problem, too-short is more a problem. It will ruin the meaning of the job description. A too-short one means it lacks necessary details and therefore, the candidate will not be able to understand while reading it.

3. Listing unnecessary functions or job duties:

Just classifying these into the “others” category will save you a lot of effort and space. On the other hand, the job description will become more dilute and easy to be neglected.

4. Key functions

Not listing key functions as required for the job can be a fatal mistake to a job description.

5. Grammar and spelling

Poor grammar and having spelling errors can ruin the job description, too. Never think that as you are the employer, you may have the right to make grammar or spelling errors while requires other not to. A job description with such errors is easily to be mistaken as a fake or ghost ads; as a result, the candidate will turn away from it.

6. Not specific enough:

Be specific and concise; if you don’t address the specific, then what the job description is for. It is for the candidate to understand just exactly what he needs to do or needs to have. Lacking details can confuse the candidates very well.

7. Not having the job description reviewed by others:

This is also a common mistake. One may be subject to bias, but more than one, especially with the help of those external advisor, the job description can be more perfect.

8. Using buzzwords or abbreviations:

In fact, it is not necessary at all to use such in a job description.

9. Using slang or legal words:

Just use common wording to communicate with others and don’t do anything extraordinarily.

10. Not updating the job description:

The same job may require different duties and responsibilities in different times, so, you cannot use the same job description for 2 different times.