Medical Records Specialist

Student Health Services - HIM Department: 

UCF Health - Student Health Services (SHS) provides various primary and specialty care services to help keep students, faculty and staff at their optimum health. The Health Center is located on the Main Campus, and satellite clinics are located at the Health Sciences and Downtown campuses. Our services are designed with students’, faculty and staff needs in mind. Become a part of our committed UCF Student Health Team as a Medical Records Specialist and deliver outstanding healthcare to our community.
 

The Opportunity:

The Medical Records Specialist position is responsible for organizing and maintaining health information both in paper files and electronic systems. This role involves 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.

This is a time-limited and auxiliary funded position. Employment is subject to the availability of funding and may cease at the time funding for this employment is depleted.

Responsibilities:

• 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.

• Process requests for patient information by classifying accordingly the type of request and 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.

• 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 troubleshooting for scanner, copier, and printer.

• Responsible for ensuring all individual assigned tasks are completed by set deadlines.

• 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. 

• Other duties as assigned to meet the operational needs of the clinic. 

• Timely completion of all university, AHSC, and SHS trainings. 

• Keep all patient information and records confidential.

Minimum Qualifications:

High School Diploma or Equivalent and 2+ years of relevant experience or an equivalent combination of education and experience pursuant to Fla. Stat. 112.219. Click here for more information.

Preferred Qualifications:

• Associate’s degree in Health Information Technology or a related field.

• Registered Health Information Technician (RHIT) Credentials.

• Experience in health information management and immunization compliance.

• Experience with Electronic Medical Records (EMR) systems in a clinical setting.

• Proficiency with Microsoft Office applications including Microsoft Word, Excel, and Outlook.

The most successful candidates may possess the following qualities:

• Ability to communicate and work alongside clinic staff, students, patients, and visitors in an effective and professional manner.

• Keen attention to detail, problem-solving skills, and ability to maintain confidentiality.

• Strong written and verbal communication skills.

Additional Application Materials Required:

In addition to your application, please attach a resume.

Special Instructions to the Applicants:

The anticipated hourly rate range for this position is $13.92 - $14.50. The final rate will be determined based on the candidate's qualifications, experience, and internal equity considerations.

This position requires full-time, on-site work and is based at UCF’s Main Campus in Orlando.

This is a time-limited and auxiliary funded position. Employment is subject to the availability of funding and may cease at the time funding for this employment is depleted.

Applicant must be authorized to work for any U.S. employer, as sponsorship is not available for this position.

Are you ready to unleash YOUR potential?

As a next-generation public research university and Forbes-ranked top employer in Florida, we are a community of thinkers, doers, creators, innovators, healers, and leaders striving to create broader prosperity and help shape a better future. No matter what your role is, when you join Knight Nation, you’ll play an integral role at one of the most impactful universities in the country. You’ll be met with opportunities to connect and collaborate with talented faculty, staff, and students across 13 colleges and multiple campuses, engaging in impactful work that makes a positive difference. Your time at UCF will provide you with many meaningful opportunities to grow, you’ll work alongside talented colleagues on complex projects that will challenge you and help you gain new skills and you’ll have countless rewarding experiences that go well beyond a paycheck.

Working at UCF has its perks!  UCF offers:

• Benefit packages, including Medical, Dental, Vision, Life Insurance, Flexible Spending, and Employee Assistance Program 

• Paid time off, including annual and sick time off and paid holidays

• Retirement savings options 

• Employee discounts, including tickets to many Orlando attractions 

• Education assistance 

• Flexible work environment 

• And more…For more benefits information, view the UCF Employee Benefits Guide.

Dive into our Total Rewards Calculator to discover the diverse selection available to you, giving you a glimpse into the benefits that together shape your comprehensive rewards package at UCF.

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

#LI-ONSITE

Department

Academic Health Sciences Center (AHSC) - Health Center Operations

Work Schedule

Monday through Friday (on-site), with 8-hour shifts scheduled between 8:00 AM and 6:00 PM (40 hours per week). Schedule may vary based on operational needs, special projects, or emergencies.

Type of Appointment

Fixed Term (Fixed Term)

Expected Salary

$13.92 to Negotiable

Job Posting End Date

07-16-2025-12-00-AM

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 http://hr.ucf.edu/files/VeteransPreference.pdf

As a Florida public university, the University of Central Florida makes all application materials and selection procedures available to the public upon request.  

UCF is proud to be a smoke-free campus and an E-Verify employer. 

If an accommodation due to a disability is needed to apply for this position, please call 407-823-1336 or email onac@ucf.edu.

For general application or posting questions, please email talent@ucf.edu.