What Does a Medical Records Analyst Do?

A medical records analyst plays an important role in the interpretation of medical record data. The job is essential because the information pulled from these records helps institutions provide quality patient care.

A medical records analyst may perform many tasks within a healthcare setting. They can check operational trends and performance based on the data models the analyst constructs. An employer may expect an analyst to draw conclusions based on the information gathered from the records.

The roles of a medical records analysts are diverse and vital. Here are more details about what to expect from a medical records analyst.

Roles of a Medical Records Analyst

A medical records analyst is responsible for functions related to record management. The job usually involves compiling, processing, and maintaining medical records. These records include both hospital and patient records.

How the analyst handles the records must be in line with administrative and medical requirements. The procedures must follow the legal, regulatory, and ethical rules that govern healthcare. There's also a medical coding system the analysts must heed in processing data.

Specific Duties

A medical records analyst is responsible for:

a) Gathering Information

A record analyst gets data through observation and from relevant sources. They pull data that helps them to develop statistical reports and models.

b) Processing Information

Once medical records analysts have the data they need, they compile, code, and categorize it. They may also calculate, audit, verify, and organize the information, while reviewing the records for accuracy and completeness.

A records analyst may interpret billing, payments, and other information. They could also generate reports of the activities and send those reports to the management for review.

c) Recording or Documenting Information

Another role of a medical records analyst is to enter or record the information they process. Sometimes, their work entails transcribing audio data into a written and electronic version.

d) Computer Use in Information Processing

A records analyst typically uses computer hardware and software. Electronic healthcare records (EHR) are increasingly being used across all healthcare organizations.

Medical records analysts have played a significant role in digitalizing medical charting. By using digital records, professionals can access digital versions of patient histories and charts. Electrical Healthcare Records fall into four subcategories:

• Patient portals to collect patient's information in one place
• Scheduling platforms to allow patients to manage their schedule
• Medical billing
• ePrescribing to enable doctors to send prescriptions to the pharmacy

This software helps enable a records analyst to analyze the accurateness of patients' records.

An analyst can use a computer to set up functions that ease the delivery of services. They can also write software specific to the medical field if they have the expertise.

Since they're charged with the development of data management strategies, medical records analysts typically need to create test scenarios. This means the EHR systems should be subjected to testing and the results should be evaluated.

Medical records analysts can also prepare complete charts about therapies and treatments the patient has received. The doctors refer to the charts to provide more informed treatment. These analysts may upload this data into the computer systems.

e) Organize, Plan, and Prioritize Work

After evaluating medical records, the analyst will likely aim to make processes more efficient. They can identify loopholes that create red tapes in the system. Through their skills, they can develop specific plans aimed at organizing work.

f) Communication with Team Members

It's typically the role of the records analyst to provide feedback to the team. This includes the supervisors, peers, and subordinates. They should know about the shortcomings and loopholes in the information systems.

The analyst may provide the information through email, in written form, or on the phone.

Analyzing and evaluating data is not always helpful if it does not improve data handling in the system. Efficiency is enhanced when there's feedback on what's working and what's not. It's also usually essential to ensure that the feedback is being implemented.

Other notable people to communicate with are people outside the organization. They include representatives of the organization, the customers, and even the public government, depending on the situation.

g) Evaluating Information

The purpose of evaluating information is to establish if the data complies with healthcare system standards. It's expected that an analyst will use their judgment and relevant information to perform this evaluation. The process of data handling by employees in the system should be in accordance with the law.

During the evaluation, an analyst should identify the underlying reasons and principles for the data. The best way to achieve this is to break down the data into separate pieces of information.

Proper analysis is essential in the identification of actions, events, and objects. Adequate categorization of the information enables the recognition of the similarities or differences. It's also through this process that the analyst can detect changes in circumstances.

h) Administrative Activities

A medical records analyst typically has administrative duties. These include maintaining information files and processing paperwork. After evaluation, the analyst may also make decisions and find solutions.

Other administrative tasks include monitoring the processes, surroundings, and materials in data handling. The analyst may also review information from events, materials, or the environment to assess problems.

To achieve these goals, creative thinking is often essential. They must develop, design, or create new ideas, applications, systems, or relationships.

Medical records analysts may be asked to work towards building and developing teams. Within the groups, there must be respect, mutual trust, and cooperation. It's only when teams together that data handling and management becomes efficient.

i) Training and Teaching

Through data evaluation, the analyst can help identify the educational needs of the team. They can create formal training or educational programs to teach or guide the teams. Through training, the analyst can help members work together.

By teaching team members the importance of coordination, they'll always strive to work as a team.

What It Takes to Become a Medical Records Analyst

If you're considering a career as a medical records analyst, you need training. Many medical records analysts begin with an associate’s degree.¹ In the degree program, you'll likely learn about the medical office procedures, terminology, and coding.

Some academic options that can qualify you for the course include healthcare office management and medical coding. Others are medical record technology programs. You also need to have time management skills.

You’re more likely to do well in this career if you have an aptitude for detailed information and numbers. Working with computers and software technologies is vital in most health institutions.

Employers typically look for suitable employees who have a certification in health information technology. You must have a degree to sit for this certification, among other eligibility requirements.

Other closely related certifications include Certified Documentation Improvement Practitioner and Health Data Analyst.

A medical records analyst usually needs strong communication skills. It's better if they can work independently. Teamwork can also help an analyst be successful in the job.

It's also crucial to be familiar with Electronic Health Records and other related systems. Data collection, understanding of computer software, and system productions are essential skills.

Medical Records Analyst – Final Thoughts

Becoming a medical records analyst comes with its fair share of responsibilities. Apart from ensuring that the information adheres to regulations, it also must be scrutinized for errors. A records analyst controls many things which go into the healthcare system.

The responsibilities of a records analyst extend beyond gathering and processing information. Responsibilities include identifying software suitable for electronic medical records and training the medical team on its use.

A records analyst may play a supervisory role. They may help ensure the whole team handles data without errors. Teaching and training staff on software use is often a crucial part of the job.

Are you a student interested in healthcare careers? You can explore UMA to learn more about the school’s online and Clearwater campus programs.