Medical records specialist job description

This post includes 3 parts: duties list, job qualification and job description writing tips for Medical records specialist in details. A complete job description concludes Medical records specialist key duties/responsibilities, Medical records specialist 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 specialist duties:

1. Protect the security of medical records to ensure that confidentiality is maintained
2. Perform quality check audits of scanned documents for completeness, accuracy, and compliance with regulations
3. Receive physician orders and report incomplete, inaccurate, and/or written changes to the Technical Support Specialists
4. Verify physician licensure on an ongoing basis and maintain physician data in VNA clinical database
5. Other duties as assigned by supervisor

II. List of Medical records specialist qualifications

1. High school education plus one to three years of relevant administrative and technical experience, or a combination of education and experience from which comparable knowledge and skills are acquired
2. Computer literacy with proficiency in Word, Excel, and Outlook
3. Administrative background including recordkeeping and data entry experience
4. Ability to work as a team member.
5. Familiarity with electronic recordkeeping systems desirable
6. Knowledge of medical terminology and HIPAA regulations desired

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.