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Health Records

Jobs in this family work in maintaining a health records and related information.

The functions within this job family will vary by level, but may include the following:

  • Code and/or verify coding of diagnoses and services.
  • Enter data into state-wide computer systems.
  • Ensure compliance with federal law (HIPAA), facility policies, and procedures covering the privacy of and access to patient/client health information. 

The work assigned to positions in this series ranges from basic records management to administrative work.

Jobs and Descriptions

Records Specialist

Professional Patient Records position accountable for the maintenance of medical and psychiatric records of patients admitted to state hospitals or juvenile training schools. Jobs at this level review medical record charts to determine compliance with standards established by state statute; index, code, and file medical records and related correspondence; and locate and retrieve medical records upon request from an authorized agency, hospital, or physician.

Typically requires 4-6 years of relevant experience with 2-4 years of medical records experience.  Appointing authority may require certification in any one of the following: Registered Health Information Management Administrator (RHIA); Registered Health Information Technician (RHIT);Certified Coding Associate (CCA); Certified Coding Specialist (CCS); Certified Coding Specialist – Physician-based (CCS-P); Certified Professional Coder (CPC); Certified Professional Coder-Hospital Outpatient (CPC-H); or Certified Professional Coder-Payer (CPC-P). 

OCCU: 9214
Pay Grade: MS06 

Records Specialist Team Lead

Supervisory Patient Records position accountable for professional, administrative, and supervisory work directing the activities of a health information management unit in a state facility. Facilitates classification and coding of diagnoses and services to ensure adherence to the most current edition of the International Classification of Diseases Manual or the Diagnostic and Statistical Manual of Mental Disorders coding systems; enters data into state-wide computer system. Supervises the authorized release of patient and client information to individuals, family members, hospitals, physicians, attorneys, and others; ensures compliance with federal laws, state statutes, and facility policy prior to the release of such information; and supervises the tracking of all such requests.

Typically requires 6-8 years of relevant experience with 4-6 years of medical records experience.  Appointing authority may require certification in any one of the following: Registered Health Information Management Administrator (RHIA); Registered Health Information Technician (RHIT);Certified Coding Associate (CCA); Certified Coding Specialist (CCS); Certified Coding Specialist – Physician-based (CCS-P); Certified Professional Coder (CPC); Certified Professional Coder-Hospital Outpatient (CPC-H); or Certified Professional Coder-Payer (CPC-P). 

OCCU: 9215
Pay Grade: MS09