Medical Records Manager

POSITION SUMMARY
The Medical Records Manager will serve as an integral member of our healthcare team, responsible for comprehensive management of the medical records program, release of information services, and team supervision. This role combines strategic leadership with hands-on operational management, requiring a professional who can effectively coordinate with multiple departments, external agencies, and healthcare providers while ensuring strict compliance with all regulatory requirements. The ideal candidate will possess exceptional organizational skills, attention to detail, and deep understanding of medical records management, security protocols, and regulatory compliance. This position requires a proactive approach to security management, comprehensive knowledge of HIPAA requirements and 42 CFR Part 2 regulations, and the ability to foster a culture of compliance and continuous quality improvement within the agency.

ESSENTIAL FUNCTIONS

Leadership and Supervision
• Select, develop, and train medical records staff
• Supervise medical records staff and coordinate daily operations of the medical records program
• Conduct performance evaluations and provide ongoing professional development opportunities
• Ensure adequate staffing levels and coverage for all medical records functions
• Develop and maintain training materials and procedures for new staff orientation
• Foster a culture of confidentiality and professionalism within medical records staff

Records Management and Compliance
• Ensure strict adherence to regulatory requirements regarding information privacy and confidentiality
• Maintain responsibility for security and confidentiality awareness, including staff training in collaboration with the agency’s privacy officer
• Oversee the creation, maintenance, storage, and disposal of all medical records in accordance with regulatory requirements and agency policies
• Ensure the creation, organization, and maintenance of a comprehensive medical record for each person served ensuring accurate and up-to-date information
• Maintain proficiency with medical record software
• Ensure compliance with HIPAA, 42 CFR, Part 2 (substance abuse confidentiality), state mental health laws, and other applicable regulations
• Review clinical documentation for completeness, timeliness, and adherence to regulatory standards
• Collaborate with agency supervisors and quality improvement teams to address documentation deficiencies
• Track and report on documentation quality metrics and compliance indicators, as appropriate

Policy Development and Training
• Develop and implement policies and procedures for medical records management and security, including retention schedules, secure storage, retrieval of records, and destruction protocols
• Collaborate with the training department and risk management to develop, train and support staff and contractors in documentation standards and HIPAA and 42 CFR Part 2 security requirements
• Routinely audit to ensure adherence to agency policies
• Keep teams updated on current policies and regulatory requirements

Release of Information
• Process and coordinate all requests for release of information in compliance with applicable laws and regulations
• Verify authorization forms and ensure proper consent for information sharing
• Coordinate with risk management on subpoenas, court orders, and other legal requests for records
• Coordinate with quality assurance around audit and appeal requests
• Maintain logs of all information releases and access to protected health information
• Educate individuals receiving services and their families/others they want involved in their treatment about their rights regarding medical records and information privacy

Other Duties
• Acts as an ambassador of the agency in the community setting, which may include doing public educational and informational presentations.
• Support and actively promote the vision and mission of the agency and the philosophy of the strength’s perspective
• Ensure staff work as part of a team
• Completes required training
• Other duties as assigned by respective team leader or supervisor, subject to proper training and qualification

 

POSITION QUALIFICATIONS
• High School Diploma required
• Bachelor’s degree in Health Information Management, Healthcare Administration, or related field preferred
• Registered Health Information Administrator (RHIA), Registered Health Information Technician (RHIT) of Certified Health Information Manager (CHIM) preferred
• Minimum 5 years of experience in medical records management, preferably in behavioral health or another healthcare setting
• Minimum 2 yea