Medical records specialists play a crucial role in today’s healthcare system. If you’re detail-oriented, enjoy working with data, and want to be part of the fast-growing healthcare industry—but prefer a job outside direct patient care—this might be the perfect career for you.
This guide will walk you through everything you need to become a medical records specialist, including the job description, necessary skills, educational requirements, career prospects, and steps to begin your career.
What Does a Medical Records Specialist Do?
Medical records specialists are responsible for maintaining, organizing, and managing patient health information. They ensure medical records are accurate, secure, and up-to-date. These records include patient histories, test results, treatment plans, and insurance information.
Key Responsibilities
Medical records specialists focus on the behind-the-scenes work that keeps healthcare systems running smoothly. Their daily duties often include:
- Organizing Patient Records: Ensuring all patient records are correctly filed, labeled, and easily accessible when needed.
- Data Entry: Inputting patient information into electronic health record (EHR) systems with accuracy.
- Ensuring Compliance: Verifying that medical records comply with regulations, such as HIPAA, to protect patient confidentiality.
- Coding: Assigning standard medical codes to diagnoses and procedures for billing and insurance purposes (especially for medical coders who double as records specialists).
- Collaborating With Other Departments: Working with healthcare providers, billing teams, and insurance companies to ensure records are clear and complete.
- Maintaining Accuracy: Reviewing records to ensure completeness and accuracy before they’re finalized or shared with other stakeholders.
Skills and Qualities Needed
Being a medical records specialist requires more than technical expertise; you’ll also need a combination of hard and soft skills to excel in the role. Here are the most important skills:
1. Attention to Detail
Patient records need to be precise. A misplaced entry or small error can seriously affect billing, insurance claims, or patient care.
2. Technical Skills
You must be comfortable working with electronic health record (EHR) systems, spreadsheet software, and databases. Familiarity with coding systems, such as ICD-10, is often required.
3. Knowledge of Medical Terminology
Understanding commonly used medical terms allows you to process records accurately and avoid miscommunication.
4. Communication Skills
While much of your work is solitary, collaboration with healthcare providers, insurance companies, and office staff is common. Clear communication skills are essential.
5. Organizational Skills
Managing large volumes of patient data requires a methodical approach and the ability to prioritize tasks effectively.
6. Respect for Confidentiality
You’ll handle highly sensitive patient information, so maintaining strict data confidentiality is critical.
Education and Training Requirements
Becoming a medical records specialist doesn’t require years of training. Here’s what you need to get started:
1. High School Diploma or Equivalent
A high school education is often the minimum requirement for entry-level roles.
2. Postsecondary Certificate or Associate Degree
While some employers may hire high school graduates and provide on-the-job training, earning a certificate or associate degree in health information management or medical office administration will make you a more competitive candidate. Look for programs accredited by the Commission on Accreditation for Health Informatics and Information Management Education (CAHIIM).
3. Certifications
Certifications can significantly enhance your resume. Some of the most recognized certifications in this field are:
Certified Electronic Health Records Specialist (CEHRS) by the National Healthcareer Association (NHA).
Registered Health Information Technician (RHIT) by the American Health Information Management Association (AHIMA).
Certified Professional Coder (CPC) by the American Academy of Professional Coders (AAPC), if your role involves more coding tasks.
4. On-the-Job Training
You’ll likely receive some training after being hired, tailored to the specific systems and processes of your employer.
Career Path and Opportunities
The demand for medical records specialists is on the rise, driven by the ongoing shift to electronic health records (EHRs) and the need for accurate patient information within a booming healthcare industry.
Job Outlook
According to the U.S. Bureau of Labor Statistics, the demand for medical records and health information specialists is projected to grow by 9% by 2030. This is faster than the average for most occupations, making it a stable and appealing career choice.
Work Environment
Medical records specialists typically work in:
- Hospitals
- Private medical practices
- Nursing homes
- Insurance companies
- Government health agencies
Some roles may even allow remote or hybrid work, particularly positions focused on data entry or coding.
Career Growth
Beginning as a medical records specialist can open doors to advanced roles in health information management, such as:
- Health Information Manager
- Medical Coding Specialist
- EHR Implementation Specialist
- Data Analyst for healthcare organizations
With additional certifications, education, and experience, you can significantly increase your earning potential and responsibilities.
How to Start Your Career as a Medical Records Specialist?
If you’re ready to begin your career, here are some steps to follow:
1. Determine Your Goals
Decide whether you want to focus on general records management, coding, or another specialized aspect of health information.
2. Earn a Certificate or Degree
Enroll in an accredited healthcare information program to build foundational knowledge of records management, medical coding, and compliance.
3. Get Certified
Complete one or more certifications to validate your expertise. This will help you stand out during the hiring process.
4. Build Relevant Experience
If you’re new to the field, consider internships, entry-level roles in medical offices, or volunteering at healthcare facilities to gain experience.
5. Apply for Jobs
Search for positions in your area or remote roles. Be sure to emphasize your technical skills, attention to detail, and understanding of compliance requirements on your resume.
Why Choose a Career as a Medical Records Specialist?
A career as a medical records specialist offers numerous benefits:
- Job Security: With strong industry growth, there is consistent demand for skilled record-keeping professionals.
- Work-Life Balance: Most positions follow standard office hours, making it an excellent choice for those seeking balance.
- Entry Into Healthcare: It’s a great way to break into the healthcare industry without needing years of education.
- Opportunity for Advancement: The field provides plenty of room for growth into higher-paying or specialized roles.
What is difference between MRS and Health Information Technician?
A Medical Records Specialist and a Health Information Technician play integral roles in managing patient data, but their areas of focus and responsibilities differ. A Medical Records Specialist is primarily concerned with organizing and maintaining accurate patient records, ensuring details such as diagnoses, procedures, and treatments are properly documented and stored for easy access.
On the other hand, a Health Information Technician often takes a broader approach, overseeing the technical systems and processes that manage electronic health records while also analyzing data to improve healthcare operations. While both roles require attention to detail and knowledge of healthcare regulations, Health Information Technicians typically have a more dynamic role in leveraging technology to enhance the efficiency of information systems.
Take the First Step Toward Your New Career
Medical records specialists are critical players in maintaining healthcare operations’ accuracy, efficiency, and privacy. If you’re organized, tech-savvy, and detail-oriented, this rewarding career path could be the perfect match for you.
To get started, explore certificate and degree programs, and don’t forget to research available certifications. For those already working in this role, consider additional certifications to boost your career prospects.
Start your healthcare career today—you’re just a few steps away from joining a fast-growing, reliable field.
