• Administrative Support (Medical Records)

    Requisition ID
    # of Openings
  • Overview

    The Medical Records Support (Document Management Technician) is responsible to gather and prepare examinee charts for use. This position sorts records, creates cover letters, updates client lists and maintains efficient document storage.         

    Once trained, the MRS will be expected to travel 10%. 



    • Gathers and organizes examinee charts for examinations and depositions purposes.
    • Responsible for sorting and maintaining electronic and or hard copies of charts and or medical report forms.
    • Finalizes completed charts by confirming all records are included and consolidates charts as needed to ensure no duplicates or unnecessary documents are stored.
    • Prepares and ships records to physicians utilizing appropriate mailing sources (USPS, UPS, or Electronic) within required timeframes.
    • Performs clerical duties such as typing, filing, emailing, and proofreading as required.
    • Promotes effective and efficient utilization of clinical resources and supplies.
    • Protects examinee rights by maintaining confidentiality of personal and financial information at all times and in accordance with HIPPA regulations.
    • Perform other duties as assigned.


      • Reviews referral and case notes to determine the needs of the client
      • Constructs summary of incident and medical background of case through review of case documents.
      • Defines interrogatories appropriate to the case to be addressed by the examiner.
      • Works directly with and follows up with client to ascertain timely approval of cover letter.
      • Tracks documentation of all processes and communications via system tracker.
      • Reviews case tracker to ensure cover letters are created, approved and sent to Document Management timely per examiner requirements.
      • Handles and responds promptly to incoming phone calls, emails or faxes.
      • Responsible for various operational functions, as well as project based work as assigned.
      • Manage the receipt of dictation received from physicians to ensure it is received in a timely manner.
      • Send/upload dictation files electronically to the transcription service.
      • Coordinate delivery of dictation received via tapes to transcription service.
      • Update appropriate procedure manual(s) as changes occur.
      • Identify files that require medical records or cover letters prior to the service taking place and send timely reminders to clients.
      • Provide coverage for the front desk when necessary.
      • Provide chaperone services within our office upon request.
      • Assist with off-site records retrieval.
      • The above duties and responsibilities are not intended to be all inclusive. The employee in this position is expected to perform other duties and projects as assigned.



    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 



    • High school diploma or equivalent required. A minimum of one year related experience; or equivalent combination of training and experience. Experience in a medical office preferred.
    • Must be able to travel within city limits- 10%




    • Must possess complete knowledge of general computer, fax, copier, scanner, and telephone
    • Must be knowledgeable of multiple software programs, including but not limited to Microsoft Word, Adobe, Outlook, Excel, and the Internet.
    • Must have a full understanding of HIPAA regulations and compliance.
    • Must be a qualified typist with a minimum of 40 W.P.M.
    • Ability to follow instructions and respond to managements’ directions accurately.
    • Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.
    • Must demonstrate exceptional communication skills by conveying necessary information accurately, listening effectively and asking questions where clarification is needed.
    • Must be able to work independently, prioritize work activities and use time efficiently.
    • Must be able to maintain confidentiality.
    • Must be able to demonstrate and promote a positive team -oriented environment.
    • Must be able to stay focused and concentrate under normal or heavy distractions.
    • Must be able to work well under pressure and or stressful conditions.
    • Must possess the ability to manage change, delays, or unexpected events appropriately.
    • Demonstrates reliability and abides by the company attendance policy.
    • Must maintain a professional and clean appearance at all times consistent with company standards.


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