How to Be Orthopedic Medical Records Administrator - Job Description, Skills, and Interview Questions

Sep 17, 2021 / 5 Minutes Read / By Albert

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The increasing demand for orthopedic medical records administrators is a direct result of the expanding use of electronic health records systems. These administrators are responsible for managing the organization and storage of patient data, developing policies and procedures related to patient records, maintaining appropriate security measures, and assisting with the release of patient records in accordance with state and federal regulations. With the rise of integrated healthcare, the coordination of patient data across multiple providers and the need to ensure the privacy and security of patient data, the role of orthopedic medical records administrators has become even more important. They are also increasingly relied upon to provide guidance and assistance to clinicians, nurses, and other healthcare professionals in regards to documentation and compliance with regulations.

Steps How to Become

Earn a Bachelors Degree. The first step to becoming an orthopedic medical records administrator is to earn a bachelors degree. A bachelors degree program in healthcare administration is ideal, but courses in medical records management and medical coding may be helpful as well.
Obtain Certification. To become a qualified orthopedic medical records administrator, you will need to obtain certification through the American Health Information Management Association (AHIMA). You can complete an accredited program and pass the Certified Coding Associate (CCA) or Certified Coding Specialist-Physician-based (CCS-P) exam to become certified.
Gather Experience. You can gain experience in the field of orthopedic medical records by working as a medical records clerk or a medical coding specialist. Working in this field will help you become familiar with the terminology, protocols, and practices of orthopedic medical records.
Develop Your Skills. As an orthopedic medical records administrator, you will need to have a strong understanding of medical coding, billing, and insurance reimbursement processes. You should take courses in these areas to ensure you have the necessary knowledge and skills.
Pursue Professional Development. Staying up to date on the latest developments in orthopedic medical records is essential for success in this field. You should attend conferences and seminars related to orthopedic medical records to stay current on best practices, new technologies, and laws and regulations.

In order to stay updated and qualified as an Orthopedic Medical Records Administrator, it is important to stay current on medical coding and data entry processes, as well as the latest technologies used to store and manage medical records. This can be accomplished by attending seminars or workshops on the latest industry trends, keeping up with industry news and developments, and attending continuing education courses. Additionally, it is essential to stay up-to-date on all applicable regulations, including HIPAA and other privacy laws, as well as any changes in the regulations and laws governing medical records. By staying informed, an Orthopedic Medical Records Administrator can ensure the accuracy of patient records and the security of the data.

You may want to check Orthopedic Medical Biller, Orthopedic X-Ray Technician, and Orthopedic Research Scientist for alternative.

Job Description

Manage orthopedic patient medical records, coordinating and organizing patient record systems.
Process medical records requests in a timely manner.
Maintain confidentiality of patient records in accordance with HIPAA and other regulations.
Monitor, analyze and report on data collected from patient records.
Audit patient records for accuracy, completeness and compliance with standards.
Process patient information into electronic health records.
Generate reports from patient records for analysis purposes.
Communicate with other healthcare providers to ensure accuracy of patient records.
Assist orthopedic specialists in preparing patient records for surgery or other treatments.
Assist with research related to orthopedic medicine.

Skills and Competencies to Have

Knowledge of medical terminology, anatomy, and physiology
Knowledge of medical record coding and health care reimbursement systems
Ability to accurately interpret and apply medical record documentation policies
Demonstrated organizational and time management skills
Ability to maintain records in accordance with legal and accreditation standards
Ability to analyze data quickly and accurately
Effective communication skills, both written and verbal
Proficiency in Microsoft Office Suite
Ability to work independently or as part of a team
Ability to prioritize multiple tasks
Ability to multitask and work under pressure
Knowledge of HIPAA regulations and patient privacy laws

Good organizational skills are essential for any Orthopedic Medical Records Administrator. The successful management of patient medical records requires that an individual possess the ability to prioritize tasks, manage time effectively, and maintain attention to detail. By having a well-organized system, administrators can ensure that paperwork is filed in an efficient manner, and that patient records remain up-to-date and accurate.

This is important because it allows doctors to quickly and accurately assess a patients medical history, which can lead to more effective treatments. organized records can help reduce the amount of time spent on paperwork, allowing more time to be spent providing quality patient care. Furthermore, well-organized records can also help to prevent medical errors and maintain confidentiality.

As such, having strong organizational skills is an essential part of any Orthopedic Medical Records Administrators job.

Orthopedic Radiologist, Orthopedic Technician, and Orthopedic Injury Prevention Specialist are related jobs you may like.

Frequent Interview Questions

What experience do you have working in an orthopedic medical records setting?
What experience do you have managing digital medical records systems?
How do you ensure accuracy and integrity when updating medical records?
Describe a project you have completed that involved reorganizing and improving an existing medical records system.
How do you prioritize tasks when managing multiple projects at once?
What strategies have you implemented to maintain HIPAA compliance?
How do you stay up-to-date on the latest regulations and standards for medical records management?
How do you handle difficult conversations with patients about their medical records?
What challenges have you faced in the past when managing medical records?
How do you ensure confidentiality when handling sensitive patient data?

Common Tools in Industry

Electronic Health Records System (EHR). A computerized medical records system used to store patient data such as medical histories, diagnoses, treatments, and more. (Eg: Epic Systems)
Practice Management Software. A software program designed to streamline the administrative tasks of running a medical practice. (Eg: Athenahealth)
Document Management Software. A software program designed to store, organize, and manage medical documents. (Eg: DocuWare)
Coding Software. A software program designed to assist with coding diagnoses and procedures. (Eg: ICD-10-CM)
Data Analysis Software. A software program designed to analyze patient data and generate reports. (Eg: Extraction Software)
Imaging Systems. A system designed to capture, store, and display digital images such as X-rays, CT scans, and MRIs. (Eg: PACS)
Voice Recognition Software. A software program designed to convert spoken words into written text for medical records. (Eg: Dragon Medical Practice Edition)

Professional Organizations to Know

American Academy of Orthopaedic Surgeons
American Board of Orthopaedic Surgery
American Orthopaedic Association
American Orthopaedic Society for Sports Medicine
American Osteopathic Academy of Orthopedics
Arthroscopy Association of North America
International Society of Orthopaedic Surgery and Traumatology
North American Spine Society
Pediatric Orthopaedic Society of North America
Scoliosis Research Society

We also have Orthopedic Pathologist, Orthopedic Patient Advocate, and Orthopedic Technician Trainer jobs reports.

Common Important Terms

Clinical Documentation. Refers to the systematic and detailed recording of a patients medical information in order to provide appropriate care and treatment.
Electronic Medical Record (EMR). An electronic version of a patients medical records, stored in a secure, computerized system and made available to authorized medical personnel.
Diagnostic Imaging. The use of imaging technologies, such as X-rays, CT scans, MRI scans, and Ultrasound, to view and identify problems within the body.
Coding. A process used to translate medical diagnosis, procedures, and treatments into standard codes which are used for billing and record keeping.
Medical Terminology. The language used by healthcare professionals to accurately describe the human body and associated medical procedures.
Medical Billing. Refers to the process of submitting and following up on claims with insurance companies in order to receive reimbursement for services rendered by medical providers.
Healthcare Policy. Laws, regulations, and guidelines that govern healthcare practices and services.
HIPAA. The Health Insurance Portability and Accountability Act, a federal law that protects patient privacy by ensuring the security and confidentiality of medical records.

Frequently Asked Questions

What is an Orthopedic Medical Records Administrator?

An Orthopedic Medical Records Administrator is a healthcare professional who is responsible for organizing, managing and maintaining patient medical records within an orthopedic practice.

What types of duties are associated with this role?

Duties associated with an Orthopedic Medical Records Administrator include managing and organizing patient medical records, ensuring medical records are stored securely and accurately, creating and updating patient charts, ensuring compliance with HIPAA regulations, and providing reports and statistics to support the practice.

How many years of experience are typically required for this role?

Generally, an Orthopedic Medical Records Administrator needs at least two years of experience in healthcare or medical records management.

What type of training is needed to become an Orthopedic Medical Records Administrator?

Typically, individuals must have a degree in healthcare administration, medical records management or a related field. Additionally, they may need to be certified in medical records management or a related specialty.

What technologies are used by Orthopedic Medical Records Administrators?

Orthopedic Medical Records Administrators typically use electronic health record (EHR) systems, document management systems, coding software and other related technologies to manage and maintain patient medical records.