MRD Manager

# JOB DESCRIPTION – MRD MANAGER

## Medical Records Department

**Job Title:** MRD Manager  

**Department:** Medical Records Department (MRD)  

**Location:** Thane, Maharashtra  

**Experience Required:** Minimum 10 years in hospital medical records / Health Information Management, preferably with managerial experience  

**Qualification:** Bachelor's degree or diploma in Medical Records Technology, Health Information Management, Hospital Administration, or a related field. Relevant postgraduate qualifications preferred.  

**Reporting To:** Hospital Administrator / Chief Operating Officer / Head of Operations  

**Employment Type:** Full-time

### 1. Job Purpose

To lead and manage the Medical Records Department, ensuring accurate, complete, secure, and timely maintenance of all inpatient and outpatient medical records. The role is responsible for departmental operations, clinical documentation quality, regulatory compliance, medical record audits, confidentiality, staff management, and coordination with clinical and non-clinical departments.

The MRD Manager will establish effective systems and processes to maintain medical records in compliance with hospital policies, applicable legal requirements, and relevant accreditation standards, including NABH where applicable.

### 2. Key Roles and Responsibilities

**A. Medical Records Operations**

- Manage end-to-end MRD operations, including receipt, verification, sorting, indexing, coding where applicable, filing, retrieval, tracking, storage, and archival of patient records.

- Ensure accurate and timely maintenance of inpatient, outpatient, emergency, day-care, and other relevant patient records.

- Monitor medical record completion after discharge, including discharge summaries, consent forms, operative notes, investigation reports, progress notes, and other mandatory documentation.

- Ensure proper tracking of physical files and electronic records to prevent misplacement, duplication, or unauthorized access.

- Establish turnaround times for record retrieval and ensure records are available to authorized users when required.

- Maintain a systematic process for incomplete, deficient, and pending medical records.

**B. Medical Record Audits and Documentation Quality**

- Conduct periodic audits of medical records to assess completeness, legibility, accuracy, consistency, and compliance with hospital policies.

- Monitor incomplete records and coordinate with doctors, nursing teams, and other concerned departments for closure within defined timelines.

- Identify recurring documentation gaps and implement corrective and preventive actions.

- Prepare audit findings, compliance reports, and improvement plans for management review.

- Coordinate with the Quality Department during internal audits and external accreditation assessments.

- Monitor compliance with approved documentation formats and hospital SOPs.

**C. NABH and Regulatory Compliance**

- Support implementation and maintenance of applicable NABH standards related to medical records, documentation, confidentiality, information management, and record retention.

- Ensure that departmental SOPs, policies, registers, and formats are reviewed and updated periodically.

- Maintain appropriate documentation for audits and accreditation assessments.

- Ensure that medical records are retained, archived, retrieved, and disposed of in accordance with applicable legal requirements and approved hospital policies.

- Coordinate with the hospital's legal, compliance, and quality teams on record-related matters.

**D. Confidentiality, Data Security and Medico-Legal Records**

- Maintain strict confidentiality of patient information and ensure access is limited