| Detail | For this role |
|---|---|
| Department | Hospital Administration |
| Level | Entry level |
| Reports to | Medical Records Officer |
| Direct reports | None |
| Experience | Fresher or up to 3 years in medical records or documentation |
Medical Records Technician job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Medical Records Technician
Department: Hospital Administration
Reports to: Medical Records Officer
Location: [City], [office, branch or site]
About the role
A Medical Records Technician handles the day-to-day work of a hospital's medical records department. They receive files after discharge, assemble and check them, file and retrieve records, scan documents, and track incomplete files for follow-up. The role keeps records organised, findable and safe, and supports coding, medico-legal and insurance requests. In an Indian hospital the medical records technician is the hands-on person who keeps the record room running, retrieves files quickly when doctors or auditors ask, and protects patient confidentiality under the records officer's process.
Key responsibilities
- Receive discharged patient files, assemble them in the correct order, and check that documents are present.
- File records safely in the record room or scan them into the system for retrieval.
- Retrieve records quickly when doctors, coders, auditors or medico-legal requests need them.
- Track incomplete records and remind departments to complete deficient files.
- Maintain the movement register so every file taken out is logged and returned.
- Support medico-legal and insurance record requests by pulling and preparing the files.
- Keep the record room and scanned archive organised, labelled and easy to search.
- Apply the retention schedule under the records officer, and prepare files marked for destruction.
- Protect patient confidentiality and release records only through the approved process.
- Help compile record statistics and prepare files ahead of audits and inspections.
Requirements
- A diploma or degree in medical records or health information
- A graduate in any stream with records training is also considered
- Basic computer and data entry skills
- Fresher or up to 3 years in medical records or documentation
KRAs and KPIs for a Medical Records Technician
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Filing accuracy | Records filed and scanned correctly, misfiled records below the agreed limit |
| Retrieval time | Requested records retrieved within the target time |
| File assembly | Discharged files assembled and checked within the agreed time after discharge |
| Movement tracking | Every file movement logged, no record untraceable during the month |
| Deficiency follow-up | Incomplete files followed up so backlog stays within the agreed limit |
| Confidentiality | Zero unauthorised access to records during the year |
Skills and tools
Tools used day to day: Medical records or HIM software, Document scanner, Hospital Information System (HIS), Movement register, MS Excel.
Reporting line and career path
Next roles: Senior Medical Records Technician, Medical Coder, Medical Records Officer
Interview questions for a Medical Records Technician
- How do you organise a record room so any file can be found in minutes?
- A doctor urgently needs a file that is not in its place. What do you do?
- How do you make sure a file taken out for a case is returned?
- How do you keep patient records confidential in a busy department?
- How would you clear a backlog of unassembled discharged files?
- What checks do you run before scanning and archiving a record?
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What does a medical records technician do?
A medical records technician handles the daily work of the medical records department. They receive and assemble discharged files, file and scan records, retrieve them for doctors, coders and auditors, track incomplete files, and maintain the movement register. They keep records organised, findable and safe, and protect patient confidentiality under the records officer's process.
What qualifications do you need to become a medical records technician?
A diploma or degree in medical records or health information is ideal, though a graduate in any stream with records training is also considered. Basic computer and data entry skills are needed. The role suits freshers and early-career candidates who are organised, careful and reliable with confidential documents.
Who does a medical records technician report to?
A medical records technician reports to the medical records officer. They usually have no direct reports. The technician does the hands-on record handling, filing, scanning and retrieval, while the officer manages the department, oversees coding and completion, and handles policy, retention and medico-legal decisions.