Medical Records Technician (#MAAG01)
$30,928.00 Yearly Min / $38,660.00 Yearly Mid / $46,392.00 Yearly Max

Medical Records Administrator (#MAAG02)
$44,900.00 Yearly Min / $56,125.00 Yearly Mid / $67,350.00 Yearly Max

Description of Occupational Work

This class series uses two levels in the Administrative Services occupational group, Administrative Support occupational series and describes work in the maintenance of medical records and reports for a hospital or statewide health program. 

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.

  • Reviews and evaluates medical records and reports for completeness and conformity with standards; resolves deficiencies in information.
  • Codes and records diagnoses of diseases, operations, illnesses and special therapies in accordance with the specific nomenclative and classification system.
  • Opens and closes case files; indexes and files medical records and reports; maintains tickler file and patient registry for tracking and reporting purposes.
  • Coordinates a variety of activities with public and private health care facilities such as the receipt and transfer of medical records and reports, patient or client testing/treatment needs, referrals, clinic schedules, and physician/patient appointments.
  • Transcribes medical dictation.
  • Prepares medical records for microfilming and storage in archives.
  • Compiles data and prepares a variety of medical and statistical reports.

Levels of Work

Medical Records Technician

This level performs the full range of the essential functions as described above.

  • Receives supervision from a technical superior.
  • Contacts are with departmental health personnel, public and private health care facilities which include laboratories, clinics, hospitals, physicians, nurses, therapists and patients/clients. 

Medical Records Administrator

This level administers a medical records program for a large institution or state registry.

  • Receives supervision from an administrative superior.
  • Supervises two or more merit full time positions (per the Merit Rules). The elements of supervision include planning, assigning, reviewing, evaluating, coaching, training, and recommending hire/fire, discipline.
  • Plans and directs operations by recommending and implementing new/revised policies and procedures; provides technical guidance to staff, subordinates, hospitals, laboratories and others in the reporting, classification, security and confidentiality of medical records data.
  • Plans, develops and implements medical records systems for documenting, storing and retrieving information and for processing medical-legal documents in accordance with State/Federal statutes and professional standards.
  • Reviews and evaluates operations to include personnel, workflow, records systems and equipment, performance standards and medical reporting practices. 
  • Contacts are with department staff, insurance companies, hospitals and law enforcement agencies to obtain, clarify and provide information regarding medical records.

Knowledge, Skills and Abilities

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA's listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
  • Knowledge of medical terminology.
  • Knowledge of principles and practices of maintaining medical records including standard nomenclature and classification systems and program procedures.
  • Knowledge of applicable legal and administrative requirements pertaining to the release of information, retention and disposal of medical records.
  • Knowledge of office equipment.
  • Ability to apply the international classification of diseases to medical records and report data.
  • Ability to interpret, code, file and index medical records and reports.
  • Ability to compile data and prepare detailed reports and charts.

In addition to the above knowledge, skills and abilities, the Medical Records Administrator requires:

  • Knowledge of the principles and practices of office management and supervision.
  • Ability to plan and direct operations, including developing policies and procedures and medical records systems.

Job Requirements

JOB REQUIREMENTS for Medical Records Technician
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

  1. Six months experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies and procedures, resolve deficiencies, interpret information, and track and monitor activities.
  2. Six months experience in record keeping.
  3. Knowledge of medical terminology.
  4. Knowledge of using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.