Head- Medical Records

Job Description Head – Medical Records

Position

Designation: Head – Medical Records
Department: Medical Records Department
Location: Hospital
Reports To: Hospital Administration / Operations Head

Job Purpose

To lead and manage the Medical Records Department, ensuring accurate, timely, secure, and confidential management of patient medical records in compliance with hospital policies, statutory requirements, and applicable accreditation standards.

Key Responsibilities

• Manage day-to-day operations of the Medical Records Department.
• Ensure accurate creation, maintenance, retrieval, scanning, indexing, and archiving of medical records.
• Ensure confidentiality, privacy, and security of patient information.
• Monitor timely completion and availability of inpatient and outpatient medical records.
• Ensure compliance with hospital policies, statutory requirements, NABH/JCI standards, and applicable medical record guidelines.
• Coordinate with clinical, nursing, billing, insurance, legal, and other departments for medical record requirements.
• Supervise, train, and evaluate Medical Records Department staff.
• Establish and monitor departmental KPIs, TAT, accuracy, and productivity.
• Conduct periodic audits of medical records and initiate corrective actions.
• Support medical record requirements for medico-legal cases, insurance, audits, and legal documentation.
• Ensure proper retention, storage, and authorized disposal of medical records as per policy.
• Maintain appropriate documentation and reports for management review.
• Identify opportunities for digitization and process improvement in medical records management.
• Handle patient/department queries related to medical records and ensure timely resolution.

Key Skills & Competencies

• Strong knowledge of medical records management and hospital documentation.
• Knowledge of NABH/JCI requirements and statutory compliance.
• Strong leadership and team-management skills.
• Excellent coordination and communication skills.
• Good analytical and problem-solving abilities.
• Knowledge of HIS/EMR and medical records systems.
• High attention to detail and confidentiality.
• Ability to manage audits, documentation, and departmental KPIs.

Qualification

Essential: Bachelor’s/Master’s degree in Health Information Management, Medical Records Administration, Hospital Administration, or a relevant discipline.

Experience

Essential: 8–12 years of relevant experience in Medical Records/Health Information Management, preferably in a reputed hospital.
Desirable: Experience in a NABH/JCI-accredited hospital and managing a large Medical Records team.

Key Performance Indicators

• Medical record completion and accuracy
• Record retrieval TAT
• Documentation compliance
• Audit compliance
• Patient data confidentiality
• Departmental productivity
• Staff performance and training
• Accreditation and statutory compliance

Interested candidates can send their profiles to

[email removed]

Regards

Deepti

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