Medical Records Specialist

Apply now Job no: 501718
Work type: USPS (Staff)
Location: Main Campus (Orlando)
Categories: Medicine

Classification Title:

Medical Records Specialist

Job Description:

The Student Health Medical Records Specialist position is responsible for organizing and maintaining health information both in paper files and electronic systems. This role requires checking data for accuracy, recording information and keeping database up-to-date. Also, following best practices for security and patient confidentiality. Responsibilities include ensuring a smooth transition by training and educating staff stationed in various department areas and acting as a knowledgeable and professional resource who can support end users as they become proficient in the system.

Medical Record Maintenance

  • Process requests and releases of confidential patient information in a timely and efficient manner, consistent with federal and state regulations (HIPAA, HITECH, FERPA), and the Florida State Statutes, as well as AAAHC accreditation guidelines. Serve as primary point of contact to UCF SHS providers and nurses on various pods. Retrieve paper protected health information (PHI) from designated clerical areas (pods) throughout the day.
  • Scan incoming labs, radiology, referral encounters, patient intake and all other paperwork generated by UCF SHS clinical areas into patients’ electronic medical record in a timely and accurate fashion. Ensure labs received on paper (i.e. labs not transmitted to EHR) are appropriately routed to the ordering provider and signed in a manner compliant with UCF SHS policy. Ensure all encounters and labs are signed-off and authenticated in accordance with UCF SHS policy, AAAHC accreditation guidelines and the Florida Statute. Deliver student medical withdrawal and removal of medical old paperwork to both UCF Undergraduate and Graduate Studies departments as necessary.

Release of Information

  • Process requests for patient information by classifying accordingly the type of request and required release. Process student requests for, and release of medical information in a timely and efficient manner ensuring accuracy, while protecting patient privacy by ensuring only authorized individuals have access to patients’ medical information. Respond to attorney requests and subpoenas in a timely fashion, consistent with state regulations and UCF General Counsel guidance.
  • Process requests for information initiated by the Social Security Administration, health and auto insurance providers, and other healthcare organizations. Facilitate the release of information process during the UCF Athletics sickle cell screening, and UCF College of Medicine TB screening at the SHS main and College of Medicine, when requested.
  • Ensure each disclosure of patient information is documented and accounted for in the department disclosure logs and the patient’s chart, per the Health Information Technology for Economic and Clinical Health (HITECH) Act.

Customer Service

  • Respond to telephone inquiries regarding medical records functions, and prepare written correspondence as necessary. Work professionally, effectively and efficiently in a team environment with patients, co-workers, and management to provide assistance pertaining to medical records as needed either in person or by phone. Assist in UCF orientation sessions by providing coverage for HIM front desk, updating students’ immunization history in PeopleSoft and completing contracts.


  • Conduct training of new employees in various department/areas including but not limited to Medical Records, Immunizations, International Insurance, Appointments, etc.


  • Order office supplies, maintenance and trouble-shooting for scanner, copier and printer.
  • Responsible for ensuring all individual assigned tasks are completed by set deadlines.
  • Responsible for working one 5-hour Saturday shift per month, during Fall and Spring semesters.
  • Perform all other duties as assigned by HIM Coordinator or designee.
  • Participate in the development and education of HIM department student interns. Coordinate and facilitate one or more informative in-service training for department staff per year.
  • Participate in professional development courses.


AHSC-Student Health Services

Work Schedule:

Monday – Friday; within the hours of 7:30 AM-6:30 PM (8 hour shifts/40 hours a week). Occasional Saturdays may be required. Hours are subject to change due to operational needs, special projects and emergencies.

Type of Appointment:

USPS Time Limited

Expected Salary:

$29,069 to Negotiable

Minimum Qualifications:

High School Diploma or Equivalent and 2+ years of relevant experience.

Preferred Qualifications:

  • Associate’s degree in Health Information Technology.
  • RHIT Credential
  • Health Information Management/Immunization Requirements experience.

Additional Application Materials Requirements:


Special Instructions to Applicants:


Veteran’s Preference

Preference will be given to eligible veterans and their eligible spouses in accordance with Chapter 295 of the Florida Statutes. Applicants claiming preference are responsible for providing required documentation by the closing date of the position. For more information on Veterans’ Preference, please visit

Florida Clause:

Unless explicitly stated on the job posting, it is UCF’s expectation is that an employee of UCF will reside in Florida as of the date the employment begins.

Additional Requirements related to Research Positions:

Pursuant to Florida State Statute 1010.35, prior to offering employment to certain individuals in research related positions, UCF is required to conduct additional screening.  Applicants subject to additional screening include any citizen of a foreign country who is not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of education, employment, or training in China, Cuba, Iran, Russia, North Korea, Syria, or Venezuela.

The additional screening requirements only apply to research-related positions, including, but not limited to faculty, graduate positions, individuals compensated by research grants or contract funds, post-doctoral positions, undergraduate positions, visiting assistant professors, and visiting research associates. 

These requirements do not apply to U.S. citizens or U.S. permanent residents if the employment or training was/is through an agency of the U.S. Government.  For more information on what information must be provided and the screening process, please see:

Equal Employment Opportunity Statement:

The University of Central Florida is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. UCF's Equal Opportunity Statement can be viewed at: As a Florida public university, UCF makes all application materials and selection procedures available to the public upon request. The UCF's affirmative action plans for qualified individuals with disabilities and protected Veterans are available for inspection in the Office for Institutional Equity, Monday through Friday, from 9:00 a.m. to 5:00 p.m., upon request.


The University of Central Florida is proud to be a smoke-free campus and an E-Verify employer.

Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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