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What does a record management specialist do?

Updated January 8, 2025
7 min read

Record management specialists are professionals who provide expertise in storing, tracking, and managing records and documents for an organization. These specialists must develop a business records management program that is used by sales representatives for their marketing purposes to maintain information about existing and new clients. They are required to assist other departments in the organization with their data entry to promote smooth workflow and eliminate backlogs. Record management specialists must also scan documents and enter them into an electronic database for future retrieval.

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Record management specialist responsibilities

Here are examples of responsibilities from real record management specialist resumes:

  • Update content of storing and sharing information in SharePoint to manage agency records.
  • Manage confidential medical information internally and externally in compliance with HIPAA regulations
  • Manage drug research applications submit by drug companies and streamline administrative operation by coordinating with various departments within FDA.
  • Develop and maintain QA criteria, forms and statistics.
  • Adhere to HIPAA with regards to personal patient medical records.
  • Process subpoenas, court orders, affidavits, and depositions.
  • Test and implement a process to accept PDF and data files for record submittals.
  • Establish QA record disposition controls and processes that comply with federal regulations and codes.
  • Create PowerPoint presentations to train and update employees on changes to the records database.
  • Convert scanned documents to a PDF, making corrections as needed and uploading them into an electronically searchable system.
  • Maintain a variety of reports, records and production documentation to reflect schedules, performance, and other methods into SharePoint.
  • Ensure that all documentation adhere to FAA and other government entity regulations.
  • Organize and maintain FDA regulate records and other highly confidential and sensitive information.
  • Coordinate customer and FAA audits of records requiring interaction with customers and FAA representatives.
  • Design and develop charts, presentations, proposal presentations, drawings and calendars using Microsoft PowerPoint.

Record management specialist skills and personality traits

We calculated that 33% of Record Management Specialists are proficient in Data Entry, Electronic Database, and Nara. They’re also known for soft skills such as Analytical skills, Detail oriented, and Integrity.

We break down the percentage of Record Management Specialists that have these skills listed on their resume here:

  • Data Entry, 33%

    Supervised approximately five data entry employees and coordinated the daily distribution of work to these individuals outlining priorities and general instructions.

  • Electronic Database, 12%

    Provided assistance in records management by scanning documents into an electronic database and maintaining a paper filing system.

  • Nara, 7%

    Tracked all scheduled record pickups for NARA and Federal Records Center, and assisted in the disposition of all other records.

  • SharePoint, 6%

    Implement electronic Records Management through the Microsoft SharePoint 2013 environment.

  • DOD, 5%

    Digitized NASA CIO official legacy records in TechDoc to meet DoD 5015.2-STD requirement.

  • FDA, 4%

    Managed drug research applications submitted by drug companies and streamlined administrative operation by coordinating with various departments within FDA.

"data entry," "electronic database," and "nara" are among the most common skills that record management specialists use at work. You can find even more record management specialist responsibilities below, including:

Analytical skills. The most essential soft skill for a record management specialist to carry out their responsibilities is analytical skills. This skill is important for the role because "health information technicians must understand and follow medical records and diagnoses, and then decide how best to code them in a patient’s medical records." Additionally, a record management specialist resume shows how their duties depend on analytical skills: "studied and managed fda databases relative to document tracking, approval listings, and regulatory assessments. "

Detail oriented. Another essential skill to perform record management specialist duties is detail oriented. Record management specialists responsibilities require that "health information technicians must be accurate when recording and coding patient information." Record management specialists also use detail oriented in their role according to a real resume snippet: "utilized strong data entry skills coupled with attention to detail leading to the achievement of precise quality standards. "

Integrity. record management specialists are also known for integrity, which are critical to their duties. You can see how this skill relates to record management specialist responsibilities, because "health information technicians work with patient data that are required, by law, to be kept confidential." A record management specialist resume example shows how integrity is used in the workplace: "assign short-term tasks/projects to junior analyst in effort to improve data integrity in our rim software. "

Interpersonal skills. A big part of what record management specialists do relies on "interpersonal skills." You can see how essential it is to record management specialist responsibilities because "health information technicians need to be able to discuss patient information, discrepancies, and data requirements with other professionals such as physicians and finance personnel." Here's an example of how this skill is used from a resume that represents typical record management specialist tasks: "developed lasting client relationships by applying effective communication and interpersonal skills in resolving problems and responding to customer inquiries. "

Technical skills. Another common skill required for record management specialist responsibilities is "technical skills." This skill comes up in the duties of record management specialists all the time, as "health information technicians must use coding and classification software and the electronic health record (ehr) system that their healthcare organization or physician practice has adopted." An excerpt from a real record management specialist resume shows how this skill is central to what a record management specialist does: "communicate effectively with fda reviewers with any discrepancies or technical issues. "

See the full list of record management specialist skills

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Compare different record management specialists

Record management specialist vs. Medical coder

A medical coder's role is to interpret and analyze a patient's medical record and translate particular details according to the universal medical alphanumeric code. Moreover, a medical coder is primarily responsible for ensuring that the translations are accurate, as this will play a vital factor in processing insurance and receiving treatments. Aside from accuracy, it is also crucial for a medical coder to coordinate with other hospital personnel at all times, especially when there inconsistencies in the records.

If we compare the average record management specialist annual salary with that of a medical coder, we find that medical coders typically earn a $10,700 higher salary than record management specialists make annually.

These skill sets are where the common ground ends though. The responsibilities of a record management specialist are more likely to require skills like "electronic database," "nara," "sharepoint," and "dod." On the other hand, a job as a medical coder requires skills like "cpc," "medical terminology," "icd-10-cm," and "ahima." As you can see, what employees do in each career varies considerably.

Medical coders tend to make the most money working in the health care industry, where they earn an average salary of $52,925. In contrast, record management specialists make the biggest average salary, $43,040, in the government industry.medical coders tend to reach similar levels of education than record management specialists. In fact, medical coders are 3.7% less likely to graduate with a Master's Degree and 0.5% more likely to have a Doctoral Degree.

Record management specialist vs. Medical biller coder

A medical biller coder is responsible for handling the billing processes and insurance within a hospital, clinic, or similar facility. They must gather patient information and records to analyze and translate them into codes according to the insurance and medical guidelines. Moreover, it is crucial to verify all patient forms and ensure their accuracy as it will serve as a basis on essential documents and medical record-keeping. There may also be instances where a medical biller coder must devise payment plans for patients, communicate with families and guardians, and coordinate with physicians.

A career as a medical biller coder brings a lower average salary when compared to the average annual salary of a record management specialist. In fact, medical biller coders salary is $2,107 lower than the salary of record management specialists per year.

In addition to the difference in salary, there are some other key differences worth noting. For example, record management specialist responsibilities are more likely to require skills like "electronic database," "nara," "sharepoint," and "dod." Meanwhile, a medical biller coder has duties that require skills in areas such as "patients," "medical billing," "icd-10," and "customer service." These differences highlight just how different the day-to-day in each role looks.

Medical biller coders may earn a lower salary than record management specialists, but medical biller coders earn the most pay in the professional industry with an average salary of $39,875. On the other hand, record management specialists receive higher pay in the government industry, where they earn an average salary of $43,040.medical biller coders earn lower levels of education than record management specialists in general. They're 5.4% less likely to graduate with a Master's Degree and 0.5% more likely to earn a Doctoral Degree.

Record management specialist vs. Health information technician

A health information technician is primarily responsible for managing and handling patient information, ensuring accuracy and confidentiality. They coordinate with various health care workers to gather patient data, laboratory results, test findings, and medical histories, encoding them in clinical databases in a timely and efficient manner. They must analyze every information to detect any inconsistencies, performing corrective measures right away. Furthermore, as a health information technician, it is essential to utilize particular software and systems when processing information, all while adhering to the hospital's policies and regulations.

An average health information technician eans a lower salary compared to the average salary of record management specialists. The difference in salaries amounts to health information technicians earning a $6,259 lower average salary than record management specialists.Using the responsibilities included on record management specialists and health information technicians resumes, we found that both professions have similar skill requirements, such as "data entry," "subpoenas," and "qa.rdquo;

The required skills of the two careers differ considerably. For example, record management specialists are more likely to have skills like "electronic database," "nara," "sharepoint," and "dod." But a health information technician is more likely to have skills like "patients," "medical terminology," "customer service," and "hipaa."

Health information technicians earn the best pay in the government industry, where they command an average salary of $35,705. Record management specialists earn the highest pay from the government industry, with an average salary of $43,040.health information technicians typically earn similar educational levels compared to record management specialists. Specifically, they're 3.7% less likely to graduate with a Master's Degree, and 0.1% less likely to earn a Doctoral Degree.

Record management specialist vs. Medical service technician

A medical service technician provides health care and treatments to patients under the supervision or directives of a more experienced physician. Most of their responsibilities revolve around assessing a patient's condition, administering required aid, diagnosing patients, conducting check-ups, and counseling patients. There are also instances when a medical service technician may prescribe medications, conduct inspections at facilities to ensure sanitary conditions, and coordinate with hospital staff for requesting supplies. Furthermore, it is crucial to have accurate documentation of all processes and transactions, all while adhering to the hospital's policies and standards.

Medical service technicians typically earn lower pay than record management specialists. On average, medical service technicians earn a $2,920 lower salary per year.While some skills are required in each professionacirc;euro;trade;s responsibilities, there are some differences to note. "data entry," "electronic database," "nara," and "sharepoint" are skills that commonly show up on record management specialist resumes. On the other hand, medical service technicians use skills like patients, customer service, pet, and vital signs on their resumes.medical service technicians enjoy the best pay in the government industry, with an average salary of $39,185. For comparison, record management specialists earn the highest salary in the government industry.In general, medical service technicians hold similar degree levels compared to record management specialists. Medical service technicians are 3.8% less likely to earn their Master's Degree and 0.7% more likely to graduate with a Doctoral Degree.

Types of record management specialist

Updated January 8, 2025

Zippia Research Team
Zippia Team

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

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