MEDICAL RECORDS MANAGER 32102

02/16/90 A

This is the second and managerial level class in the Medical Records Management series for classes that are responsible for supervising the maintenance of medical records and medical data in a variety of institutions or agencies. Positions assigned to this class are responsible for managing the medical records department in a large institution which involves supervising a large staff of Medical Records Technicians and clerks. This class is distinguished from the Medical Records Supervisor class by its responsibility for managing a larger, more complex medical records department. It is distinguished from the Medical Records Director class by the latter's greater accountability and responsibility for functioning as the charge position of the largest medical records departments which are typically located at primary care hospitals.

Complexity of Work: Performs work of considerable difficulty which involves managing a large staff in the maintenance of medical records. Positions in this class develop and implement departmental policies and procedures; develop goals and objectives; and ensure a system for the maintenance, preservation and storage of medical records for accreditation purposes. Supervises and makes recommendations concerning policies and procedures for the release of medical information in order to ensure confidentiality; serves as a consultant to committees concerning medical records; develops departmental budget; performs the employee relations management function, including training, for supervisory level positions in the department; performs quality assurance audits; coordinates patient record reviews; and serves as liaison between other units, departments, and related agencies and the medical records department. Positions assigned to this class may be responsible for monitoring the status of incomplete or delinquent medical records; for representing the institution during on-site audits for reporting statistics; and for developing guidelines to be followed for in-service training.

Supervision Given: Positions in this class supervise a large staff consisting of Medical Records Supervisors, Medical Records Technicians, Medical Records Technician Seniors and office services staff.

Supervision Received: Receives general direction from a Medical Records Director or higher level administrator who provides a general outline of governing laws and regulations concerning medical records.

Scope: Work activities affect all departments of the agency and the agency's ability to treat its patients effectively. Work is generally limited to a single institution but may extend statewide for certain programs.

Impact of Actions: Decisions affect the agency's proper and effective treatment of individuals in their care. Poor or inadequate decisions may cause the institution to lose its accreditation; cause the institution to be held liable for improper treatment based on inaccurate records; compromise the confidentiality of patient records; or influence research, education, administrative decisions, reimbursement, and litigation involving the patient, physician or facility.

Personal Contacts: Frequent internal contact with institution personnel to verify records, provide training guidelines or discuss medical records issues. Frequent external contact with insurance, government and legal personnel to release medical information; receive clarification of requirements, policies and procedures; or give medical records advice.

Knowledges: Considerable knowledge of the rules and regulations governing the preparation and maintenance of medical records; of state and federal requirements regarding the release of medical information; and of medical information systems and classification systems. Working knowledge of standard medical and surgical terminology; of medical records coding systems; and of Medicaid/Medicare standards.

Skills: None identified for this class.

Abilities: Demonstrated ability to interpret complex laws, rules and regulations governing the maintenance of medical records; to implement training programs; to supervise the work of others; to work with medical and administrative staffs; to communicate effectively; both orally and in writing.

Licenses or Certification: None; however, some positions may require certification by the American Medical Record Association as either Registered Record Administrator or Accredited Records Technician as required by the Joint Commission's Accreditation Manual for Hospitals.

Education or Training: Graduation from an accredited college or university with a degree in medical records administration or a related field.

Level and Type of Experience: Supervisory experience in the management of medical records systems.

An equivalent combination of training and experience indicating possession of the preceding knowledges and abilities may be substituted for this education and experience.

This class replaces the Medical Records Administrator B class. It was established as a result of the statewide Classification Review/Specification Update Program, effective February 1990.