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Medical Records / HIM Manager

Job Description

I. Summary   

Reports directly to the CFO and provides organization, planning, and direction necessary to maintain quality protected health information that conforms to federal, state, and regulatory agency standards and hospital policies.


II. Essential Duties & Responsibilities       

Creates and implements plans to achieve goals and objectives for the assigned area(s).

• Develops plans for continuous performance improvement for the department in order to achieve operational efficiencies and quality standards.

• Creates, implements, monitors, and maintains current policies and procedures for the department(s).

• Implements and maintains guidelines established by the RHIA or RHIT 

• Ensures that operating expenses are well within the prescribed limits of budget plans and fiscal guidelines.

• Gathers and prepares a variety of status reports for management in order to analyze trends and make recommendations.

• Acts as the HIPPAA Privacy Officer for the facility, ensuring that all employees and physicians are trained in the confidentiality and security of protected health information.

• Ensures that the HIPAA Notice of Privacy Practices is on display, if applicable.

• Ensures that records are stored securely and handled in compliance with HIPAA privacy and security regulations, if applicable.

• Adheres to state and federal regulations governing clinic record management.

• Maintains current knowledge of new developments in government regulations, medical record systems, and applications; recommends and implements appropriate changes.

• Maintains professional growth and development through seminars, workshops, and professional affiliations.

• Performs selection and staffing functions as well as in-depth assessment interviews to determine the technical and behavioral competencies of the candidate in order to ensure that the company hires the best among qualified candidates.

• Holds regular and periodic meetings with the team to ensure that all communications and relevant information pertaining to the team are routed through the appropriate channels within the team, in particular, and the organization in general.

• Mentoring high-potential employees who are capable of taking on greater responsibilities in the future.

• Recommends and implements appropriate training programs to improve and hone the technical competencies of the staff.

• Creates and implements performance measures and standards for the team to use as the foundation for the annual performance management review program.

• Reviews and evaluates the team's performance regularly and periodically, ensuring that the team's overall performance is on track and well within the pre-established goals and objectives.


IV. Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Other duties not listed may be assigned. 

V. Competencies

• Excellent managerial skills in the areas of leadership and team development.

• Excellent judgment, negotiation, and decision-making abilities.

• High personal and professional integrity, as well as strong ethics

• Strong analytical skills and the ability to translate a strategic vision into an operational model

• An effective communicator at all organizational levels, with strong oral, written, and persuasive skills.

• Computer skills, such as the ability to use computerized accounting software, Microsoft Excel, Word, and PowerPoint, as well as Microsoft Outlook

• Stress management skills

• Time management skills 

VI. Personal Attributes

The employee must maintain strict confidentiality in performing the duties of the Medical Records Manager. The employee must also demonstrate the following personal attributes:

• Be honest and trustworthy.

• Be respectful.

• Be culturally aware and sensitive.

• Be flexible.

VII. Preferred Education and Experience

• High School Diploma or GED with 5 years of experience in the Medical Records Department

• Registered Health Information Administrator (RHIA)


• Registered Health Information Technician (RHIT) 

VIII. Working Conditions


​Physical Demands
The manager will have to spend long hours sitting and using office equipment and computers, which can cause muscle strain. The manager may also have to do some light lifting of supplies and materials from time to time.

Environmental Conditions
The manager may have to manage a number of projects at one time and may be interrupted frequently to meet the needs and requests of residents, clients, and contractors. The manager may find the environment busy and noisy and will need excellent organizational and time and stress management skills to complete the required tasks.

Sensory Demands
Sensory demands include the use of the computer, which may cause eyestrain and occasional headaches. 

Mental Demands

The manager will have to manage a number of requests and situations at one time. Stress may be caused by the need to complete tasks within tight deadlines, the variety of tasks, and the volume of the workload. 


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