Medical Records Support Specialist

What is a Medical Records Support Specialist?

Data is the foundation of healthcare. So, if you have a knack for organization, why not consider a career as a medical records support specialist? The US Bureau of Labor Statistics projects demand for medical records specialists at 8 percent growth throughout the next decade.

What Does a Medical Records Support Specialist Do? 

Medical records specialists organize and maintain paper and electronic health records. 

Day-to-day responsibilities may include: 

Data Entry

Medical records specialists update patient files with new information. They ensure that documentation is consistently updated and accessible to patients and healthcare providers when requested. 

Coding and Classifications

Records specialists collaborate with billing and coding specialists to assign standardized medical codes to symptoms, diagnoses, and procedures. 

Data Security

Ensuring the confidentiality and security of patient records is critical. Facilities face hefty fines and reputation damage for non-compliance. Medical records support data security protocols by adhering to HIPAA (Health Insurance Portability and Accountability Act) and other security standards related to electronic and physical records. 

Release of Information

HIPAA limits the release of sensitive information to authorized parties only. With the patient’s informed consent, this may include family, insurance companies, and contributing medical professionals.

Quality Assurance

Medical records support specialists routinely audit records for accuracy and completeness, ensuring that the necessary documentation is present and accurate. This is important so that the medical team can easily communicate with each other and treat the patient accurately.

Patient and Provider Communication

Medical records specialists frequently collaborate with healthcare providers to gather required documentation and clarify ambiguities. They may also interact with patients to answer questions and review record release procedures. 

Record Storage and Destruction

Regulations dictate how records must be stored and how long they must be kept. Strict destruction guidelines are meant to prevent the unauthorized access of patient information.

How Do You Become a Medical Records Support Specialist? 

The most efficient way to become a medical records support specialist is to enroll in a vocational school’s medical office administration program. Most employers prefer trained applicants with proven skills, so earning a diploma increases your chances of landing your dream job. Courses are taught by industry insiders who serve as both instructors and mentors. They’ll teach you the tricks of the trade and how to network with potential employers. You’ll graduate work-ready and prepared for certification in months, not years. 

What Do You Learn During a Medical Office Administration Program? 

Medical office administration programs cover the wide range of skills needed to succeed as a medical records specialist or medical administrative assistant. 

Topics include:

Greeting Patients

The healthcare field has the highest customer service standards. In this course, you’ll learn about:

• Professionalism

• Trust and reliability

• Hospitality — making clients comfortable

• Personal image

• Client engagement

• Telephone etiquette and message-taking

• Cultural and generational sensitivity

• Time management

Students are taught to project a courteous and caring demeanor that makes all patients feel welcome. 

Appointment Scheduling

Effective appointment scheduling ensures patient satisfaction and team productivity. In a medical administration program, you’ll learn to apply front-office skills to your medical records support specialist role. 

Students explore:

• Office workflow — the processes and procedures that help things run smoothly
• Appointment types and prioritization
• Balancing patient and provider needs
• Appointment scheduling software
• Strategic overbooking and waitlists
• Cancellations and rescheduling
• Efficiency and optimization
• Patient communication and outreach

Medical Billing and Coding

Coding is how insurances and Medicaid prioritize and pay a medical office. Medical records support specialists need a basic grasp of the billing and coding procedures related to recordkeeping. This course covers: 

• Medical terminology
• Revenue cycle management — how healthcare facilities are paid
• Coding systems, conventions, and guidelines
• Claims processing, denials and appeals
• Invoicing and collections
• Coding for research
• Record audits and analysis 
• Professional collaboration

HIPAA, OSHA, and JCAHO

HIPAA, OSHA, and JCAHO standards govern most administrative functions in healthcare offices. They are agencies that make sure the medical office meets the standards set by the government. If the office doesn’t meet these criterias, they could be shut down.

Topics in this class include:

HIPAA — the patient privacy and data security law passed in 1996

OSHA — the Occupational Health and Safety Administration, tasked with preventing workplace injuries

JCHO — the Joint Commission on Accreditation of Healthcare Organizations are responsible for developing quality care standards in healthcare facilities

Students will examine how these agencies work and how to comply with workplace quality and safety standards. 

Office Administration

Office administration skills are essential for medical records specialists. 

Key concepts include:

• Health information management — an overview of the principles and practices related to paper and electronic recordkeeping systems 
• Data entry, including error prevention strategies 
• Medical records handling, including faxing, filing, scanning, indexing, electronic storage, and retrieval
• Office technology — a closer look at the software and tools used within healthcare offices
• Emergency preparedness — securing records in the event of a natural disaster or other emergency

Customer Relations

Medical records specialists need a broad range of skills to manage interactions with patients’ peers and professionals effectively. 

In this course, you’ll learn about:

• Patient-centered care — how to prioritize patients’ needs and preferences

• Customer service principles, including responsiveness, reliability, and empathy 

• Handling challenges — strategies for responding to dissatisfied clients

• Conflict resolution — techniques for addressing disputes within the healthcare environment 

• Patient rights and responsibilities related to medical records 

Graduates are ready to represent the healthcare team safely, confidently, and professionally. 

CMAA and CEHRS Certification

Medical office administration programs prepare students for two potential National Health Career Association certifications. Students in the program at Interactive College of Technology often take both. 

CMMA – Certified Medical Administrative Assistant certification is ideal for students seeking front office positions. 

Exam topics include: 

• Office technology 

• Telephone etiquette 

• Appointment scheduling 

• Patient hospitality 

• Data entry and recordkeeping 

• Electronic Health Records (EHR) 

• HIPAA regulations

CEHRS – Future medical records specialists pursue the Certified Electronic Health Records Specialist credential. 

The exam covers:

• HIPAA regulations 

• Regulatory compliance 

• Data accuracy 

• Insurance coding and billing practices 

• Release of Information (ROI) requests 

• Information security

A CEHRS certificate demonstrates your ability to manage complex recordkeeping systems within professional and regulatory guidelines. 

Final Thoughts 

Continuity of care in medicine depends on accurate and accessible records. As a medical records support specialist, you’ll contribute to better health outcomes through quality administrative care. 

Want to Learn More?

All healthcare facilities, from hospitals and physician’s offices to rehab centers, clinics, and every other medical practice, rely on skilled Medical Office Administration programs. We’ll train you in various medical administrative procedures and processes. Plus, you’ll get real-world experience through a 135-hour school externship in a healthcare facility. You’ll also interact with people from all walks of life, making your daily routine anything but dull.

So, let’s take the first step together! Contact us now to learn more.

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