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Health Records Supervisor Duties

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This is highly responsible supervisory, clerical and administrative work involving supervision of the participation in the analysis, compilation, coding, indexing, storage and retrieval of patient records.

Employees of this class work within an established framework of standard methods and procedures, but are expected to advise on changes in work methods and procedures on the basis of new developments in the classification, filing, and referencing of medical records. Work is performed under minimal supervision. The work is evaluated by observation of results and through feedback from health care providers and medical records department head.


Supervises the functions of a medical records department, including records requests, release of information, record maintenance and storage, and availability of records; acts on behalf of the department in the absence of the Medical Records Department Head.

Plans, organizes, schedules, and oversees the work of subordinates.

Ensures that the documents in patients' records are reviewed for accuracy and completeness of information and data.

Establishes routine and provides staff for regularly scheduled retrieval, delivery, and filing of charts.

Ensures compliance with requirements of government agencies and accrediting bodies.

Extracts and supplies data for reports, studies, budgets and related matters to support department head in planning and projects; designs and executes special studies, questionnaires, and surveys as requested by health care providers, facility administrators, or department head.

Develops methods, procedures, and filing systems to accomplish work; monitors productivity and quality of subordinates work.

May sign and approve correspondence for release of medical information.

Collaborates with department head on policies/procedures and operational needs of the department; prepares monthly and periodic reports for the department head.

Conducts in-service training in medical terminology, medical record processing and related topics.

Communicates with health care providers, subordinates, students, and third parties on matters related to proper medical records maintenance methods and procedures.

Performs related duties as required.

Graduation from a standard high school, completion of an approved course for Medical Record Technicians, certification as an Accredited Record Technician, and some experience as a Medical Record Technician; or graduation from a standard high school, completion of an approved course for Medical Records Technicians, and considerable experience as a Medical Record Technician; or any equivalent combination of training and experience.

Thorough knowledge of the principles of medical record science.

Thorough knowledge of medical terminology and coding systems.

Considerable knowledge of legal aspects of medical records.

Considerable knowledge of the principles of record analysis and concepts of medical record administration.

Considerable knowledge of the fundamentals and ramifications of health data collection and statistical analysis.

Some knowledge of disease processes.

Some knowledge of anatomy and physiology.

Some knowledge of contemporary office practices, procedures, systems, and equipment.

Ability to plan, organize, train, and supervise the work of others.

Ability to work independently and make sound judgments involving technical and confidential material.

Ability to understand and apply health center, hospital, departmental, and institutional policies.

Ability to use tact and discretion in dealing with health care providers and employees.



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