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Medical Records Personnel work together to ensure that complete, accurate records are kept for each patient in a health-care facility. They organize, analyze, and preserve medical information concerning patients and develop a variety of statistical reports. Maintenance of this information is extremely important because it is used to evaluate patient care, diagnose and treat illnesses, and plan health-care activities.

JOB DUTIES   

Medical Records Personnel may:

Direct and control activities of personnel in the medical record department

Plan and develop information systems for efficient receipt, recording, storage, and retrieval of medical data

Ensure that confidentiality of records is safeguarded

Develop in-service educational materials and conduct training of Medical Records Personnel

Assist medical staff in evaluating quality of health care

Review medical records for completeness, accuracy, and compliance with requirements

Code symptoms, diseases, diagnoses, operations, and treatments according to recognized classification systems

Maintain indexes of records and specialized registries, such as cancer, trauma, and stroke

Compile medical and census data and prepare statistical reports

Operate a computer to process, store, or retrieve data and/or prepare data for microfilming

Release information to persons and agencies according to regulations

Work with the medical staff on research projects

Manage the department and supervise clerical workers, directing and controlling activities of personnel in the medical records department

Transcribe medical records

Click here to view a brief video of Medical Records Personnel at work.

Tools and equipment used may include:

OCCUPATIONAL SPECIALTIES   

Medical Records Personnel may specialize in these areas:

079.362-014  MEDICAL RECORD TECHNICIANS provide assistance to Medical Record Administrators by performing technical activities within a medical record department. The scope of their duties may vary with the size and type of institution where they work. In small facilities, they may have full responsibility and perform a variety of duties. In large institutions, they may perform specialized duties.

079.167-014 MEDICAL-RECORD ADMINISTRATORS plan, develop, and administer medical information systems for hospitals, clinics and community health centers.

079.267-010  UTILIZATION-REVIEW COORDINATORS analyze medical records to monitor all admissions, inpatient status, treatment methods, and continued stays of patients within specified time periods according to set standards. They attempt to determine if the health facility is providing quality care efficiently, as well as maintaining proper use of health services.

079.362-018 TUMOR REGISTRARS, utilizing the tumor registry data system, compile and maintain records of hospital patients who have been treated for cancer in order to provide data for physicians and research studies.

In addition to learning about these specialties, you may also find it helpful to explore the following Career Exploration Script:

WORKING CONDITIONS AND REQUIREMENTS  

In large hospitals, record-keeping activities are usually under the direction of a Medical Record Administrator. In smaller hospitals, experienced Medical Record Technicians often manage the department, supervising clerical workers.

In hospitals, working conditions are usually pleasant, with much of the activity taking place in the department. Medical Records Personnel also work in clinics, extended care facilities, large group medical practices, health maintenance organizations, and government agencies where conditions may vary.

Medical Records Personnel usually work a 40-hour week. Since medical records are needed on a 24-hour basis, the workweek may include weekend or evening hours, or shift work (working different hours each week). Although most positions are full-time, some part-time jobs are available.

Medical Records Personnel may belong to professional organizations and unions such as the American Health Information Management Association (AHIMA) . Members must pay periodic dues.

You Should Prefer:

• Activities concerned with the communication of data

• Activities of a routine, concrete, organized nature

You Should Be Able To:

• Learn medical terminology

• Work cooperatively and effectively with others

• Make decisions based on standards which can be measured or checked

• Work within precise limits or standards of accuracy

• Read well and communicate effectively

• Maintain the confidentiality of patients' records

• Perform a variety of duties which may change often

Math Problem You Should Be Able to Solve:

Figure the cesarean section rate from last months records, if there were four cesarean sections and 200 deliveries.

Reading Example You Should Be Able to Read and Comprehend:

Must be able to read and understand medical record terminology. For example: "Every disease code must contain a minimum of three topographical and three etiological digits, however, some of the code numbers listed in the nomenclature section of SNDO do not contain the minimum numbers of digits."

Writing Example You Should Be Able to Produce:

Prepare a statement showing the birth and death rates for the month.

Thinking Skill You Should Be Able to Demonstrate:

Must possess excellent analytical and organizational skills to be able to accurately process medical record information.

Although not required by law in Michigan, certification of Medical Record Administrators or Technicians by the American Health Information Management Association (AHIMA) is required by many employers. Applicants for certification must complete an approved course of study and pass a written exam. Hospitals must have either an Accredited Record Technician ( ART ) or a Registered Record Administrator (RRA) on the staff in order to become accredited or to receive federal funds. To retain certification, the RRA and ART must meet specified continuing education requirements.

EDUCATION AND PREPARATION OPPORTUNITIES  

NOTE: On-The-Job Training provided by the employer or a High School Diploma or Equivalent or a Certificate (program if up to one year of study beyond high school) or an Associate Degree (two years of study beyond high school) or a Bachelor's Degree (four years of study beyond high school) or a Master's Degree (five to six years of study beyond high school) may qualify a person for this occupation.

The following education and preparation opportunities are helpful in preparing for occupations in this Career Exploration Script:

***SCHOOL SUBJECTS***  

0600  BUSINESS , 0700 CAREERS , 0900 COMMUNICATIONS , 1000 COMPUTERS , 1300 ENGLISH , 1800 HEALTH & HEALTH CAREERS , 2200 MATH , 2900 SCIENCE , 3300 TECHNOLOGY

***VOCATIONAL EDUCATION PROGRAMS***  

There are no Vocational Education Programs related to this Career Exploration Script

***POSTSECONDARY PROGRAMS***

101   MEDICAL RECORDS ADMINISTRATION

Programs in Medical Records Administration provide opportunities to gain the knowledge and skills needed for employment collecting, processing, storing, and retrieving records of medical patients in such organizations as hospitals and clinics.

Courses within this program vary from school to school but may include:

Search for a College and/or Instructional Program 

***APPRENTICESHIP OPPORTUNITIES***

There are no Apprenticeships related to this Career Exploration Script.

***MILITARY TRAINING PROGRAMS***

Please check the Military web site at www.todaysmilitary.com

MEDICAL RECORD TECHNICIANS

Medical records are important for health care delivery. To provide proper treatment, doctors need complete and accurate information about patient symptoms, test results, illnesses, and prior treatments. Medical record technicians prepare and maintain patient records, reports, and correspondence.

What They Do  

Medical record technicians in the military perform some or all of the following duties:

• Fill out admission and discharge records for patients entering and leaving military hospitals

• Assign patients to hospital rooms

• Prepare daily reports about patients admitted and discharged

• Organize, file, and maintain medical records

• Type reports about physical examinations, illnesses, and treatments

• Prepare tables of medical statistics

• Maintain libraries of medical publications

Work Environment  

Medical record technicians work in admissions or medical records sections of hospitals and clinics. They work in land-based facilities and aboard ships.

Helpful Attributes  

Helpful school subjects include general science and business administration. Helpful attributes include:

• Interest in work requiring accuracy and attention to detail

• Ability to communicate well

• Interest in using computers and other office machines

Training Provided  

Job training consists of classroom instruction. Training length varies depending on specialty. Course content typically includes:

• Medical terminology

• Medical records preparation and maintenance

• Maintenance of medical libraries

• Basic computer skills

Civilian Counterparts  

Civilian medical record technicians usually work for hospitals, clinics, and government health agencies. They perform duties similar to military medical record technicians. However, civilian medical record technicians tend to specialize in areas such as admissions, ward, or outpatient records. Those working in admission or discharge units are called admitting or discharge clerks.

Opportunities  

The exact number of medical record technicians is unknown. After training, new technicians each are assigned to hospitals or clinics, where they work under close supervision. With experience, they may assume supervisory positions and may manage medical record units or admission or discharge units.  

E-Learning Courses and Programs

OPPORTUNITIES FOR EXPERIENCE AND METHODS OF ENTRY  

A part-time or co-op job as typist or file clerk in a medical records or other department of a hospital is good experience. Postsecondary programs in medical records administration are available. Military service offers experience also.

School-to-Work opportunities include:

informal apprenticeships

mentorships

job shadowing experiences

touring a local Medical Records Personnel employer

internships

volunteer work with a Medical Records Personnel employer

community service work with an agency

The most common method of entry is through direct application to private or governmental employers. Assistance in locating a job may be available by consulting newspaper want ads and from school placement offices or a local office of Michigan Works! .  In addition, you should access and search the Internet's on-line employment services sites such as:

You should also enter an electronic resume on these on-line services.

EARNINGS AND ADVANCEMENT  

Earnings of Medical Records Personnel depend on their education; experience; certification; supervisory ability; and the size, type, and geographic location of the employer.

Nationally, Medical Records Administrators who were employed by hospitals and related institutions earned an average annual income of $50,200 (early 2009), with most earning from $42,400 to $56,100 per year. Medical Records Technicians averaged $40,600 per year. The median yearly earnings of "all" workers in the U.S. were $37,544 in 2008.

In the Federal government, Medical Records Personnel earned (2009):

Starting salary varies according to academic records. The salaries of these federal government workers may be higher in some urban areas.

In Michigan hospitals, the annual average salary ranges (mid 2009) of Medical Records Personnel were:

Some Medical Records Personnel receive cost-of-living allowances.

Most Medical Records Personnel receive paid vacations and holidays; life, accident, disability, and hospitalization insurance; retirement plans; and sick pay. Those who work in hospitals may also receive optical and dental benefits. These benefits are usually paid for, at least in part, by employers. In addition, some employers provide tuition refund plans.

Some Medical Record Technicians advance to supervisory positions with corresponding increases in pay. Technicians with bachelor's degrees may become Medical-Record Administrators. With further experience or education, Administrators may advance to hospital administrator or specialize in research, biostatistics, management, or computer systems.

EMPLOYMENT AND OUTLOOK  

Nationally, about 169,700 Medical Records Personnel were employed in 2006. Employment of Medical Records Technicians is expected to increase faster than the average for all occupations, while employment for Medical Records Managers is expected to increase faster than the average for all occupations through the year 2016. The growth in employment is due to the increased health care needs of a growing and aging population and the increased documentation associated with third-party payments for medical care. The industry distribution for Medical Records Personnel looked like this:

To find employers, click Employer/Business Locator.

Fewer hospitals are being built now than in past years. The bulk of capital expenditures are being spent on remodeling, replacement, and additions. This will have a limiting effect on employment. Medical Record Administrators who can develop and administer computerized medical information systems are expected to be in demand.

About 5,000 Medical Records Technicians were employed in Michigan. Most worked in urban areas.

Employment of Medical Records Technicians in Michigan is expected to increase much faster than the average for all occupations, while employment for Medical Records Managers is expected to increase faster than the average for all occupations through the year 2016. An average of 200 annual openings is expected, with 70 openings due to growth and 130 to replacement of workers who retire, die, or leave the labor force for other reasons. Additional openings will occur as workers change jobs or occupations.

However, increased productivity of Medical Records Personnel through the use of more computerized medical information systems may limit employment growth. Employment opportunities will be best in health maintenance organizations, outpatient surgery centers, nursing homes, and home health agencies.

MICHIGAN 'S EMPLOYMENT OUTLOOK TO 2016

SOURCES OF ADDITIONAL INFORMATION  

Copyright © 2009 Michigan Department of Energy, Labor & Economic Growth