Master Records Specialist - Vital Records (Health Services)

Position Summary  

Works under the supervision of the Medical Records Manager to process confidential patient medical record requests from authorized parties in a secure, accurate, and timely manner, in compliance with Shelby County policies and applicable federal and state laws, including HIPAA. 

Pay Grade: 42 

Salary Commensurate with Experience and Education  

Minimum Qualifications

• Two (2) years of experience in health information management, AND 
• Associate’s degree from an accredited college or university in public health, health administration, health information management, or a closely related field; OR 
• An equivalent combination of related education and/or experience. 
• Must possess a current certification from the American Health Information Management Association (AHIMA). 
• Must possess a Notary Public designation or obtain within six (6) months of employment. 
• Registered Health Information Technician (RHIT) credential is preferred. 
• PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED. 

Duties and Responsibilities 

• Performs Health Information Management (HIM) functions, including retrieving, maintaining, and processing medical records.
• Reviews and verifies the validity and completeness of authorizations and requests from patients, providers, insurers, and legal entities.
• Processes medical record requests accurately and within established turnaround times.  
• Scans, indexes, and maintains medical records in accordance with established procedures.  
• Conducts audits to ensure documentation compliance; reports findings and follows up on deficiencies.
• Identifies and escalates system or process issues to the Medical Records Manager for resolution.  
• Ensures compliance with HIPAA, state laws, and organizational confidentiality policies.  
• Provides HIPAA training for all employees and new hires.
• Provides professional customer service and serves as a resource for medical records and HIM-related inquiries.
• Performs other related duties as required or directed.

KSAs

• Knowledge of medical records and the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
• Knowledge of administrative and clerical procedures.
• Ability to communicate effectively with diverse populations, including individuals with limited English proficiency. 
• Ability to prepare reports, present information, and respond to sensitive inquiries. 
• Ability to maintain confidentiality and comply with applicable policies and regulations. 
• Ability to prioritize tasks, meet deadlines, and adapt to changing operational needs.  
• Possess strong analytical, critical thinking, and problem-solving skills. 
• Proficient in the use of the Electronic Health Records (EHR) platforms. 
• Proficient in Microsoft Office (Word and Excel) and other County software applications.  
   

Special Requirements

• Must possess a current certification from the American Health Information Management Association (AHIMA).
• Must possess a Notary Public designation or obtain within six (6) months of employment.
• Must be able to work at multiple locations, as required.
• Must be able to type 25 words per minute.
• Must maintain all required licenses, certifications, and training credentials throughout the duration of employment. 

Disclaimer 

This position is subject to a background check for any convictions that have a substantial relationship to potential job duties. Only convictions that are substantially related to potential job duties will be considered and will not automatically disqualify the candidate. 

Shelby County Resident Disclaimer  

All employees hired after September 1, 1986, must be residents of Shelby County and shall continue to reside in the County as a condition of their employment. The residency requirement shall not apply to certain public safety/civil service employees. This means exemption from this policy is in effect for the following departments and positions: (1) Sheriff Deputy Patrol Officers, Deputy Jailers and Dispatchers, employed by the Sheriff Department, (2) Correction Officers employed by the Division of Corrections, (3) Firefighters, Paramedics and Dispatchers employed by the Shelby County Fire Department. The residency exemption for public safety/civil service employees does not include appointed positions with the Sheriff’s Office, Division of Corrections, or the Fire Department.