Medical Records Administrator

City of Norfolk, VA•Norfolk, VA

37d

About The Position

The Norfolk Community Services Board (NCSB) is the primary provider of public mental health, substance abuse, and intellectual disability services for the City of Norfolk. A continuum of services spans from outreach and prevention through intensive psychiatric care, provided by highly clinically oriented service professionals with expertise in these service areas. Today, the NCSB provides treatment and rehabilitation services to over 6,000 Norfolk citizens yearly. Norfolk CSB seeks team members interested in providing skilled services in a public service environment and dedicated to supporting a positive work and treatment environment. Please join us as we provide hope and recovery opportunities for the persons we serve. The NCSB is seeking a Medical Records Administrator responsible for managing and safeguarding the confidentiality of consumer medical records within the Norfolk Community Services Board. This role focuses on developing, implementing, and overseeing policies and procedures to ensure compliance with federal, state, and local privacy regulations (e.g., HIPAA, HITECH, 42 CFR Part 2 Final Rule). The incumbent plans, organizes, and coordinates the secure flow of medical records information, and leads ongoing quality improvement efforts to protect sensitive health data. The position operates under general supervision and requires a high level of expertise in medical records privacy.

Requirements

Graduation from High School and at least two years of college level course work in records management or a related field or equivalent training.
Two years of experience in a records management position, or equivalent experience.
Requires certification and ongoing maintenance of certification as a Registered Health Information Technician (RHIT) in accordance with AHIMA requirements or equivalent.

Nice To Haves

Two years of experience in a records management position, with a focus on medical records privacy or compliance, or an equivalent combination of education and experience.
Experience with HIPAA compliance and electronic health record systems is highly desirable.

Responsibilities

Develops and implements policies and procedures to ensure the confidentiality, security, and integrity of medical records, aligning with HIPAA, HITECH, 42 CFR Part 2 Final Rule, and other regulatory standards.
Evaluates and revises agency privacy protocols and forms to meet licensure, third-party payer, and agency requirements.
Provides technical advice to staff on privacy issues, including data handling, breach prevention, and patient rights.
Plans, organizes, and directs the work of medical records staff related to privacy practices, including interviewing, recommending hires, and reviewing performance to ensure adherence to confidentiality standards.
Develops and delivers training programs to educate staff on privacy policies, secure data entry, and compliance with legal requirements.
Reviews, manages, and maintains the departmental budget for privacy-related activities, ensuring resources are allocated to meet revenue and expense goals (e.g., privacy software, training, audits).
Manage budgeting, billing, storage, retrieval, and destruction activities with our primary medical record storage vendor.
Reviews and recommends strategies for active and closed file storage, ensuring compliance with legal retention and disposition schedules.
Monitors adherence to privacy protocols for the defined record-set, scanning of record attachments, and off-site storage, acting as a liaison with document storage contractors to maintain secure inventory and tracking.
Monitors medical records documentation for privacy compliance through regular reviews, data collection, and analysis, preparing statistical reports on findings (e.g., unauthorized access incidents, duplicate records).
Responds to subpoenas, court orders, and patient requests for the release of medical records, ensuring all disclosures comply with privacy laws.
Runs and distributes quality assurance reports related to privacy exceptions (e.g., breaches, incomplete consent forms) and implements corrective actions.
Collaborates with Healthcare Informatics Staff to develop secure scanning and cataloging of record attachments into the EHR while maintaining optimal data quality and integrity and mitigating risks of privacy violations.
Stays abreast of industry changes and innovations in medical records privacy, participating in planning to adapt agency practices accordingly.
Performs additional tasks assigned, such as assisting with audits or investigations related to privacy breaches.