Got a medical clinic that's drowning in disorganized patient records? You, and a million other physicians. We know how tough it is to keep all that paperwork straight.
Have you ever given serious thought to hiring a medical records specialist?
In this article, we’ll dish out all there is to know about these paperwork experts, and also tell you about the high-tech alternatives available.
We’ll cover:
- What does a medical records specialist do?
- Does your clinic actually need one?
- How much does it cost to onboard a medical records specialist?
- How to automate your medical records with Lindy
- Still want to hire a person? Where to find great medical records specialists
What does a medical records specialist do?
A medical records specialist, also known as a health information technician, plays a critical role in managing patients' healthcare information.
Their job encompasses a wide array of tasks, all centered around ensuring the accuracy, accessibility, privacy, and security of a patient's medical records.
Here's a breakdown of what they do:
- First order of business is entering new patient information into your system. Birthdays, medical histories, insurance details -your specialist will input it all with lightning speed and flawless accuracy. Forget about illegible handwriting!
- Next, they’ll turn their attention to converting your existing paper records into electronic health records (EHRs). This all-too-tedious task requires meticulous attention to detail as they review and scan hundreds of files. But when they’re done, you’ll be able to pull up patient records at the click of a button.
Once everything’s digitized, the real fun begins.
- Your specialist will review records to verify the information is complete and current, make corrections as needed, and ensure compliance with regulation like HIPAA. They’re also on hand to track down misfiled or missing records, though with their organizational skills, there’s a good chance you won’t even need to.
Does your clinic need a medical records specialist?
If you're on the fence about hiring a medical records specialist, we’ll say they’re definitely a useful asset to have around.
Here’s how they can make your life so much easier:
A medical records specialist will organize all your documents and digitize them so you can find what you need in seconds. With patient files, insurance forms, treatment plans, and who knows what else flying around, it's easy for stuff to get messy. So, no more frantically searching through piles of paper when an auditor shows up!
They handle the boring (but important) tasks. Doctors didn't go through years of school to spend their time filing insurance claims and entering data. Medical records specialists take care of all the routine paperwork so you can focus on practicing medicine.
They help keep your practice compliant. Between HIPAA, medical codes, and a bazillion other regulations, it's tough to keep up. Medical records specialists stay on top of all the rules so you don't end up facing hefty fines or legal trouble. They make sure your patient data and billing practices are squeaky clean.
They can save you money. When records are organized and coded properly, you spend less time tracking down information and correcting errors. And proper coding means insurance companies are more likely to approve and fully reimburse your claims. So hiring a specialist may cost a bit upfront but can save you big bucks in the long run.
How much does it cost to hire a medical records specialist?
While there are a ton of benefits from onboarding a specialist, hiring one isn’t exactly the cheapest option.
Unless you’ve got money to burn, you’ll want to make sure the cost is worth it.
They can cost a lot
According to the Bureau of Labor Statistics, the average medical records specialist earns around $50,000 per year. But salaries can range from $30,000 up to $80,000 or more for very experienced specialists, especially in large hospitals.
It depends on factors like location, education, certifications, and years of experience.
If you’re hiring an entry-level specialist, budget at least $35,000 to $45,000 to start.
Other costs
Don’t forget the extra fees on top of salary. You’ll need to pay for things like health insurance, retirement benefits, paid time off, and payroll taxes.
These additional costs typically add at least 25-30% to the base salary. Do the math and that $45,000 salary could actually cost you $60,000 or more per year in total compensation.
Worth the investment?
While medical records specialists aren’t cheap, they can be worth the cost. When patient files are organized and coded properly, your clinic operates more efficiently.
Billing and collections happen faster. And in the event of an audit, you’ll be prepared. If hiring a full-time employee isn’t in your budget, consider outsourcing to a medical coding and billing service. They can handle your records at a lower cost than an in-house hire.
Forget the hassle: Automate your medical records with Lindy
Managing medical records is about as fun as a root canal without anesthesia. But don’t worry, we’ve got the Novocaine for your records woes - meet Lindy, your new AI-powered medical records specialist.
Here’s how Lindy can help you completely streamline your medical records:
- Lindy hits the target every time: Over 99% of what you say is captured correctly the first time. That's Lindy for you, savvy from the get-go with medical lingo across the board – no intense training sessions required.
- EHR integration is a breeze: Picture sliding into your EHR like your favorite comfy chair. That's Lindy's integration magic. It's not just about cutting down documentation time; it's about smartly fetching what you need from the EHR, slashing manual input and side-stepping errors.
- Plays nice with your digital tools: Whether you're an Epic user or a Zoom, Google, or MS Teams enthusiast, Lindy slots into your digital life like it's always been there. No need to twist your workflow out of shape to accommodate.
- On-the-ball charting support: With Lindy, it's like having an ever-vigilant sidekick, tossing up charting suggestions based on live conversations and existing patient records. Take 'em, tweak 'em, or leave 'em - it's your call.
- Custom-tailored learning: The more you chat with Lindy, the sharper it gets - catching on to your unique speech quirks, shortcuts, and professional slang, ensuring it's always in tune with your style.
- Proactive on routine tasks: Lindy's ahead of the game, prepping tasks for your nod before you've even thought of them. That means less time on the mundane and more time for your patients.
- Keeps the team in sync: From follow-ups to tests and referrals, Lindy's got your back, ensuring you and your crew are always clued in, thanks to the gold it mines from your notes.
- Security's a lock: With HIPAA and PIPEDA compliance in its DNA, Lindy treats patient data with kid gloves, so you can rest easy knowing everything is handled with care.
If coping with medical records makes you want to check out of your own clinic, let Lindy check you into the 21st century!
Where to find high-quality medical records specialists
Still want to go with a human? Now comes the tricky part: Finding good candidates.
First things first, don’t just post an ad on a job board and hope for the best! That’s way #1 to get unqualified candidates that will just take up a huge chunk of your time, energy, and resources.
For this job, you need real professionals with proven experience.
- Check with local medical assisting schools and training programs. Recent grads will have the latest skills and education in health information management. And they’ll probably work for cheap, just to get some experience. It’s a win-win!
- Professional organizations like the American Health Information Management Association (AHIMA) are also great resources. They offer job boards and many of their members are certified medical records specialists looking for work. When you find a candidate there, you know they’re the real deal.
- Don’t forget about recruiting firms that specialize in healthcare staffing. They maintain a pool of pre-screened candidates and can help match you with medical records specialists that fit your needs. For a small finder’s fee, of course. Think of it as outsourcing your own HR department.
- Finally, once you start interviewing candidates, look for a few specific qualities. Strong attention to detail. Ability to navigate electronic health record systems with ease. A customer service orientation to handle requests from doctors and patients. And most importantly, an offbeat sense of humor.
Organizing medical files all day can be dull work. A little comedic relief will ensure your new hire doesn’t go stark raving mad within the first month on the job.
Summing up
We’re pretty sure that you agree with us: Starting at a mountain of paperwork every day just isn’t productive.
A medical records specialist will, in all likelihood, make your life easier and your practice more efficient. And who knows maybe you'll even have time for a social life again!
Take it from us: Bringing someone on to manage those records is a smart move, whether it’s an AI assistant like Lindy or a human.
Yes, your patients will thank you – even if they never find out about it.
