Medical Records Archiving Specialist

Summary

The Medical Records Archiving Specialist is responsible for accurately scanning, organizing, purging, and archiving patient medical records in accordance with practice policies and all applicable HIPAA regulations. This role ensures that patient information is maintained securely, legibly, and in a manner that supports efficient retrieval and compliance with legal and regulatory requirements.

Key Responsibilities:

Scanning & Digitization

• Prepare paper medical records for scanning, including sorting, removing staples, and ensuring documents are complete and legible.
• Scan records into the electronic health record (EHR) or designated document management system with a high degree of accuracy.
• Verify that all scanned documents are correctly indexed, labeled, and filed under the appropriate patient charts.
• Perform quality checks to ensure scanned images are clear, complete, and properly categorized.

Purging & Archiving

• Identify medical records eligible for purging or long-term storage based on practice retention policies and state/federal guidelines.
• Safely and securely purge outdated records following approved destruction procedures.
• Archive records in accordance with retention schedules, ensuring secure storage and proper documentation of archived materials.
• Maintain detailed logs of records that have been scanned, purged, or transferred to archival storage.

Compliance & HIPAA Considerations

• Handle all patient information in strict compliance with HIPAA and organizational privacy policies.
• Maintain confidentiality of protected health information (PHI) at all times.
• Ensure secure transportation, disposal, and storage of PHI, whether in paper or electronic form.
• Report any potential privacy or security concerns to the appropriate supervisor immediately.

General Duties

• Maintain organized workspaces to prevent misplacement of records.
• Collaborate with clinical and administrative staff to obtain missing documentation as needed.
• Respond to record retrieval requests in an accurate and timely manner.
• Participate in training related to HIPAA, recordkeeping, or EHR system updates.
• Perform other duties as assigned to support the medical records department.

Core Competencies

All employees of L.O. Eye Care are expected to demonstrate the following core competencies, regardless of position or status. Additional job-specific competencies may be required of each position.

• Communication – Ability to communicate effectively both verbally and in writing.
• Conscientious – Ability to feel obligated to do right or be good along with awareness of one’s own conduct, intentions, or character.
• Teamwork – Ability to work well in groups, develop and maintain positive working relationships, help resolve conflict, and support team goals.
• Adaptability – Ability to adapt to change, be open to new ideas, handle pressure and uncertainty, and adjust work plans to meet changing company needs.
• Trustworthy – Ability to be worthy of confidence and create assured reliance on the character, ability, and truth of own self.
• Patient Confidentiality – Ability to maintain patient confidentiality, and hold others accountable to such, in accordance with the highest ethical standards.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Benefits

• Eye care discounts
• Medical and Dental Insurance
• PTO
• 401 (k)
• Holiday Pay
• Referral Bonus