Job Purpose
The Medical Records Manager will oversee the management, organization, and security of patient medical records within the AMCE healthcare system. The role will ensure that all medical records are maintained accurately, securely, and in compliance with all applicable healthcare regulations. The manager will play a key role in the implementation of electronic health records (EHR) systems, ensuring the smooth integration and utilization of medical records to support quality patient care across the organization.
Core Responsibilities
Operational Core Responsibilities
- Oversee the storage, organization, and retrieval of patient medical records in both paper and electronic formats. Ensure records are up-to-date, complete, and compliant with hospital policies and healthcare regulations (e.g., NDPR).
- Implement quality control processes to ensure accuracy and consistency in medical record documentation. Conduct periodic audits to verify that all records are compliant with legal and regulatory requirements.
- Manage the operation of the hospital鈥檚 EHR system, ensuring data is correctly entered, securely stored, and easily accessible by authorized personnel. Provide training to staff on the system.
- Ensure that patient records are retained for the appropriate length of time as per legal, regulatory, and hospital requirements. Oversee the secure disposal of records that have reached the end of their retention period.
- Ensure that the department complies with all healthcare privacy laws, regulations, and accreditation standards related to medical records. Assist with preparation for audits and inspections.
Team Management and Supervision
- Supervise and train medical records staff, setting clear performance expectations and providing guidance for professional development. Conduct regular performance reviews and ensure the team operates effectively.
- Develop and manage the department鈥檚 work schedule, ensuring adequate staffing levels for both daily operations and special projects.
- Handle any issues or conflicts within the team, addressing concerns regarding workflow or compliance issues in a timely manner.
- Foster a culture of continuous learning within the department, keeping staff updated on the latest trends, technologies, and regulations in healthcare record management.
- Monitor the team鈥檚 performance and productivity, identifying areas for improvement and implementing corrective actions as needed.
Patient and Staff Interaction
- Manage and facilitate proper access to patient records for healthcare providers, ensuring that only authorized personnel have access to sensitive information.
- Patient Privacy: Ensure the confidentiality of patient information and educate staff on the importance of maintaining patient privacy, aligning with NDPR and other healthcare standards.
- Training and Education: Provide ongoing training and education to hospital staff on proper documentation practices, electronic medical records usage, and patient privacy laws.
- Communication with Physicians and Staff: Serve as the point of contact for physicians and medical staff regarding patient records, clarifying any issues or discrepancies that arise during patient care.
- Assistance with Patient Requests: Respond to patient requests for medical record copies and information in accordance with hospital policy, ensuring timeliness and compliance with privacy regulations.
Documentation and Reporting
- Prepare and submit reports on the status of medical records, highlighting areas of concern or improvement in record-keeping practices.
- Lead the preparation for internal and external audits, ensuring that all medical records are easily accessible and compliant with standards.
- Identify and track any errors in the medical record-keeping process, working to implement corrective actions to minimize inaccuracies.
- Collect and analyze data related to record-keeping, identifying trends and making recommendations for improving the department鈥檚 efficiency.
- Develop and review policies and procedures related to medical records management, ensuring alignment with industry best practices and regulatory changes.
System and Technology Management
- Oversee the integration of new technologies and systems related to medical records management, ensuring compatibility with existing hospital systems.
- Ensure that medical records, whether paper or digital, are securely stored, protected from unauthorized access, and compliant with all relevant data security standards.
- Collaborate with IT departments to troubleshoot issues, implement software upgrades, and maintain the medical records systems.
- Implement and maintain data backup procedures to ensure that patient records can be recovered in the event of system failure or disaster.
- Continuously assess the performance of the EHR system and make recommendations for improvements to streamline medical records operations.