Free medical records specialist job description template
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Medical Records Specialist job description template · Fill in the [brackets]
Medical Records Specialist
About the job
[Business name] is hiring a Medical Records Specialist who keeps patient records accurate, coded, complete and confidential. [One or two sentences about your business and why someone would want to work there.]
What you’ll do
- Review patients' records for timeliness, completeness and accuracy
- Use classification systems to assign clinical codes
- Maintain and retrieve records for insurance reimbursement and data analysis
- Electronically record data for collection, storage and reporting
- Ensure confidentiality of patients' records
- Enter patients' health information into electronic health records systems
What you need
- Postsecondary certificate or equivalent healthcare experience
- Coding or records certification [if required or preferred]
- Understanding of patient privacy rules
- Careful, accurate data entry
Nice to have
- Medical coding certification
- Experience with [your EHR]
How to apply
[Apply link, email or phone], by [date].
[Business name] is an equal opportunity employer.
✓ Unlocked. Use the buttons above the template to copy it or save it as a PDF.
Example: the template filled in for a small business
Hypothetical example for Oakridge Pediatrics, a small pediatric practice.
Oakridge Pediatrics is hiring a Medical Records Specialist (Monday to Friday, 8 a.m. to 4:30 p.m.). You'll review charts for accuracy, enter codes and keep records private and organized. Coding certification is preferred.
Notice what makes it work: real hours, the actual tools, who they report to, and one honest reason to want the job. That’s the difference between a blank template and a job description that gets the right applicants.
What a medical records specialist does
A medical records specialist keeps patient records accurate, coded, complete and confidential. Typical duties include:
- Review patients' records for timeliness, completeness and accuracy
- Use classification systems to assign clinical codes
- Maintain and retrieve records for insurance reimbursement and data analysis
- Electronically record data for collection, storage and reporting
- Ensure confidentiality of patients' records
- Enter patients' health information into electronic health records systems
Duties adapted from the U.S. Bureau of Labor Statistics, Occupational Outlook Handbook.
Requirements, training and licenses
The Bureau of Labor Statistics says certification may be required or preferred, usually by passing an exam, and that some positions accept a high school diploma plus healthcare experience.
Training: Postsecondary nondegree award is typical.
Source: U.S. Bureau of Labor Statistics, Occupational Outlook Handbook: Medical Records Specialists.
How much does a medical records specialist make?
Source: U.S. Bureau of Labor Statistics, Occupational Outlook Handbook. A median means half earned more and half earned less. Pay in your area may be higher or lower; check postings for similar jobs near you. A growing number of states and cities require a pay range in job postings, so check your local rules before you post.
Before you set the rate, run the free hiring cost calculator. It adds payroll taxes and other costs and shows how much work the hire needs to bring in to pay for itself.
Free template or written for you?
| Free template | Job Description $30 | Hiring Kit $299 | |
|---|---|---|---|
| Written for | Any business | Your business | Your business |
| Duties and schedule | Typical, with blanks | Yours, filled in | Yours, filled in |
| Pay | National figure | Set for your local market | Set for your local market |
| State rules | “Check your state” | Checked for your state | Checked for your state |
| Ready to post | No, you edit it | Yes | Yes, plus the job posting |
| Performance review form | — | Included free | Included |
| Interview guide and 30-60-90 day plan | — | — | Included |
| Use the template | Have us write it | Get the Hiring Kit |
Free template
- Typical duties with blanks to fill in
- National pay figure
- You edit it before posting
Job Description · $30
- Written for your business: your duties, schedule and pay
- Checked for your state’s rules
- Ready to post
- Free matching performance review form
Hiring Kit · $299
- Everything in the $30 job description
- The job posting
- Interview guide
- 30-60-90 day plan for the new hire
Fixed prices. See what’s included in Job Description Writing and the Hiring Kit.
Common questions
What privacy rules apply to records staff?
Staff who handle patient information need training on your privacy and security obligations. Ask your compliance advisor or attorney what applies to your practice, and write the confidentiality expectation into the job.
Can I use this template for free?
Yes. Copy it, edit it and post it. It's a starting point written for any business, so fill in the brackets and adjust the duties to your actual job. If you'd rather have it written for your business, ready to post, our Job Description service is $30.
Is this legal advice?
No. This page is general information. Requirements for some roles, especially in healthcare, vary by state. Check your state's rules, and talk to an employment attorney if you're unsure.
Published by Groundwork Business Advisory. Updated October 2026. General information, not legal advice. Pay data: U.S. Bureau of Labor Statistics, Occupational Outlook Handbook, May 2025 wage estimates.