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Medical Records Manager

The Manager of Medical Records and Corporate Custodian of Records is responsible for the oversight of medical records function including the development of policies and procedures, processing records requests, adherence to HIPAA and 42 CFR Part 2 regulations and all applicable state, federal and local laws pertaining to the maintenance of medical records; appearing in court, identifying and processing subpoenas and supervising staff. The Manager of Medical Records and Custodian of Records is responsible for oversight of responses to subpoenas, third party records requests and documentation of the same, as well as ensuring the Medical Records function is HIPAA and 42 CFR Part 2 compliant. The Manager of Medical Records and Corporate Custodian of Records is responsible for oversight of acquired site transfer and custodianship of all medical records, and for ensuring all medical records stored off site meet all legal, regulatory and Company requirements. The Manager of Medical Records and Corporate Custodian of Records is responsible for oversight of all off site storage vendor arrangements and for compliance with Company and contractual requirements pertaining to medical records and patient information.

Responsibilities: Essential functions, including how an individual is to perform them and the frequency with which the tasks are performed; the tasks must be part of the job function and truly necessary or required to perform the job.

  • Responsible for oversight of all aspects of the Medical Records and Custodian of Records functions, including but not limited to supervision of staff.
  • Serve as designated enterprise-wide Custodian of Records.
  • Liaison with external requesting parties (such as payors and attorneys) seeking medical records and/or presenting medical records inquiries to Company.
  • Responsible for maintaining new and archived medical records and/or charts.
  • Development and/or implementation of enterprise-wide medical records. processes, including but not limited to accounting for disclosures, processing and reconciling payment and segregation of records based on specified criteria (such as patient age, location of services, etc.).
  • Create policies regarding the medical records storage, retrieval and destruction policies and procedures.
  • Oversee and coordinate the response to third party medical records requests.
  • Compile information for payor audits.
  • Oversee and reconcile all Medical Records Fee arrangements (in accordance with state law) and develop and maintain a monthly report of the same.
  • Maintain storage log and destruction process procedures for outdated records in accordance with Company’s procedures for record retention and destruction.
  • In consultation with the Chief Compliance Officer and/or In House Counsel, develop policies regarding the maintenance and destruction of medical records.
  • Develop, compile and analyze statistical data and prepares reports from medical record information.
  • Determine the appropriate release of medical records information and prepare correspondence to respond to requests in accordance with Company policies and all applicable federal, state and local laws.
  • Ensure medical records department and all processes comply with applicable laws and regulations, including, but not limited to HIPAA, 42 CFR Part 2, and state record retention laws.
  • Participate in internal meetings regarding medical records and patient information.
  • Coordinate and integrate the efforts of the Medical Records Department with other departments.
  • Appear in court in response to subpoenas, court orders and/or administrative orders as it relates to medical records.
  • Ensure compliance with medical record maintenance standards.
  • Ensure best in class standards for medical records storage, disclosure and destruction are met.
  • Ensure medical record information stored in Company’s database is accurate and current at all times.
  • Conduct regularly schedule Medical Records Desk Audit.
  • Oversee external medical records storage process.
  • Attend Company and department meetings as required.
  • Attend internal training classes as directed.
  • Complete assigned external training courses and certifications as requested.
  • Exhibit conduct in a manner consistent with Company’s mission, vision and values.
  • Maintain working knowledge of HIPAA, 42 CFR Part 2, OSHA, Risk Management and Compliance regulations.
  • Practice confidentiality and privacy protocols in accordance with Company policies and all applicable laws and regulations.
  • Serve on the Company’s Internal Compliance and Risk Management Committee(s), as needed.

Requirements: Required education and experience: Education and experience based on requirements that are job-related and consistent with business necessity.

  • A minimum of five (5) years of direct medical records release and HIPAA compliance experience required.
  • Working knowledge of HIPAA regulations, 42 CFR Part 2 and state laws regarding medical records and confidentiality is required. In-depth knowledge of medical records handling protocols is required.
  • Working knowledge of Microsoft Office (Word, Outlook, and Excel) is required.
Preferred education and experience: Preferred education and experience based on requirements that are job-related and consistent with business necessity.
  • Registered Health Information Administrator (RHIA), or willing to obtain after becoming employed.
  • Current (or willingness to become once employed) member of the American Health Information Management Association (AHIMA).                                                                  
  • Graduate of an AHIMA accredited program with a Baccalaureate degree in Science and Medical Record Administration or higher.
  • HIPAA Privacy Certification.
  • Management responsibility for a Health Information Management Release of Information (ROI) vendor or oversight responsibility for a ROI vendor relationship on behalf of a Covered Entity.
  • Experience with eClinical Works EHR systems and billing systems.
  • Strong skills in navigating records in electronic medical records systems.
  • As an alternative to HIM/RHIA/AHIMA qualifications, candidates may have a Paralegal Certificate with minimum of five (5) years’ experience working with release of medical records, and a willingness to obtain additional certifications once employed.
  • Must be customer-service oriented and have excellent interpersonal skills.
  • Ability to effectively collaborate with a variety of individuals by establishing and maintaining constructive relationships.
  • Must have excellent organizational and time management skills; must ensure that Medical Record Information Requests are responded to promptly and are properly stored or destroyed.
  • Embrace diversity with the work environment and consistently deals with internal and external customers in a friendly and respectful manner; supports teamwork and cooperation with work partners in daily activities.


Advocare Doctors Marlton
401 Route 73 North  Building 10, Suite 320
Marlton  08053  NJ

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Advocare is a partnership of the top doctors in New Jersey and Pennsylvania, including pediatricians, family practice doctors and specialists, each of whom has strong bonds to the children, adults, families, and communities they serve.

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Phone: (856) 872-7055
Fax: (856) 762-1775



Lake Center Executive Park
401 Route 73 North
Building 10, Suite 320
Marlton, NJ 08053

* Please use the following address for exact driving directions: 10 Lake Center Dr, Marlton, NJ 08053