Medical Records Administrator
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Medical Records Administrator
Salary
$46,588.80 - $77,924.00 Annually
Location
VA 23513, VA
Job Type
Permanent Full-time
Job Number
13652
Department
Community Services Board
Division
Administration
Opening Date
11/21/2025
Closing Date
12/1/2025 11:59 PM Eastern
Description
Benefits
Questions
Description
Norfolk, Virginia is America's most authentic and urban waterfront city. Home to the world's largest naval station and the business, arts, and cultural center of Coastal Virginia, Norfolk has been rated a top place to live, work, play, and raise a family by numerous publications. Working for the City of Norfolk is an opportunity to make a real difference in the lives of others. With our commitment to competitive pay and a strong retirement package, you can do good for your community and do well for yourself. Join a caring workplace that proudly celebrates uniqueness, authenticity, and a shared commitment to improving the lives of our residents.
The Norfolk Community Services Board (NCSB) is the primary provider of public mental health, substance abuse, and intellectual disability services for the City of Norfolk. A continuum of services spans from outreach and prevention through intensive psychiatric care, provided by highly clinically oriented service professionals with expertise in these service areas.
Today, the NCSB provides treatment and rehabilitation services to over 6,000 Norfolk citizens yearly. Norfolk CSB seeks team members interested in providing skilled services in a public service environment and dedicated to supporting a positive work and treatment environment. Please join us as we provide hope and recovery opportunities for the persons we serve.
The NCSB is seeking a Medical Records Administrator responsible for managing and safeguarding the confidentiality of consumer medical records within the Norfolk Community Services Board. This role focuses on developing, implementing, and overseeing policies and procedures to ensure compliance with federal, state, and local privacy regulations (e.g., HIPAA, HITECH, 42 CFR Part 2 Final Rule). The incumbent plans, organizes, and coordinates the secure flow of medical records information, and leads ongoing quality improvement efforts to protect sensitive health data. The position operates under general supervision and requires a high level of expertise in medical records privacy.
Department Hiring Salary Range: $46,589 - $53,577
Essential Functions
Essential functions include but are not limited to:
Policy Development and Compliance
Develops and implements policies and procedures to ensure the confidentiality, security, and integrity of medical records, aligning with HIPAA, HITECH, 42 CFR Part 2 Final Rule, and other regulatory standards. Evaluates and revises agency privacy protocols and forms to meet licensure, third-party payer, and agency requirements.
Provides technical advice to staff on privacy issues, including data handling, breach prevention, and patient rights.
Staff Oversight and Training
Plans, organizes, and directs the work of medical records staff related to privacy practices, including interviewing, recommending hires, and reviewing performance to ensure adherence to confidentiality standards.
Develops and delivers training programs to educate staff on privacy policies, secure data entry, and compliance with legal requirements.
Budget and Vendor Management
Reviews, manages, and maintains the departmental budget for privacy-related activities, ensuring resources are allocated to meet revenue and expense goals (e.g., privacy software, training, audits).
Manage budgeting, billing, storage, retrieval, and destruction activities with our primary medical record storage vendor.
Records Security and Retention
Reviews and recommends strategies for active and closed file storage, ensuring compliance with legal retention and disposition schedules.
Monitors adherence to privacy protocols for the defined record-set, scanning of record attachments, and off-site storage, acting as a liaison with document storage contractors to maintain secure inventory and tracking.
Privacy Monitoring and Reporting
Monitors medical records documentation for privacy compliance through regular reviews, data collection, and analysis, preparing statistical reports on findings (e.g., unauthorized access incidents, duplicate records).
Responds to subpoenas, court orders, and patient requests for the release of medical records, ensuring all disclosures comply with privacy laws.
Runs and distributes quality assurance reports related to privacy exceptions (e.g., breaches, incomplete consent forms) and implements corrective actions.
Coordination with Healthcare Informatics Staff
Collaborates with Healthcare Informatics Staff to develop secure scanning and cataloging of record attachments into the EHR while maintaining optimal data quality and integrity and mitigating risks of privacy violations.
Related Duties
Stays abreast of industry changes and innovations in medical records privacy, participating in planning to adapt agency practices accordingly.
Performs additional tasks assigned, such as assisting with audits or investigations related to privacy breaches.
Education/Experience
Graduation from High School and at least two years of college level course work in records management or a related field or equivalent training.
Two years of experience in a records management position, or equivalent experience.
Preferred Education/Experience:
Two years of experience in a records management position, with a focus on medical records privacy or compliance, or an equivalent combination of education and experience.
Experience with HIPAA compliance and electronic health record systems is highly desirable.
Additional Information & Requirements
Valid Driver's License not required.
Requires certification and ongoing maintenance of certification as a Registered Health Information Technician (RHIT) in accordance with AHIMA requirements or equivalent.
Regular full-time and permanent part-time employees may receive paid holidays, vacation and sick leave, employer paid pension plan, basic life insurance, voluntary participation in medical and dental, Section 457 deferred compensation, long-term disability, optional life insurance for self, spouse and children, medical and dependent care reimbursement plans, access to membership in credit union and employer provided parking.
Special project/grant employees are generally eligible for the same benefits of regular full-time employees; however, retirement, life insurance and participation in health plans vary depending upon funding and authorization.
Temporary/seasonal and part-time employees are generally only eligible for employer provided parking and access to membership in credit union.
Retirement
If you are hired October 5, 2010, or after to a position with City of Norfolk Retirement System benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.
If you are hired January 1, 2022, or after to a position with Virginia Retirement System (VRS) benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.
The Tuition Assistance Program is established to encourage employees toward continued self-development and education. Permanent full-time and permanent part-time classified, unclassified permanent, full-time special projects, and constitutional employees who have completed six months continuous service will be eligible to apply. The applicant's school of enrollment must be an accredited institution.
NOTE:
The benefits described above are broad generalizations. The specific benefits that an employee may be eligible for are governed by City regulations, as applicable to job @type.
Non-City
Positions listed with a job @type designation of "Non-City" are not subject to the benefits descriptions above. Refer to the content of the job posting for information regarding these positions.
01
The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for specific experience being sought. Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process. Do not answer "see resume" or "see application" as these are not valid answers. Please note that if you are invited to be interviewed by the department, your responses to the following questions may be subject to verification.
I understand and will answer the following supplemental questions completely and thoroughly.
02
Do you have the legal right to work in the United States and, upon employment, can you provide documentation to verify this?
Yes
No
03
Are you a current or previous City of Norfolk employee?
Yes - I am a current City of Norfolk Employee
Yes - I am a previous City of Norfolk Employee
No - I am not a previous or current City of Norfolk employee
04
If you were referred for this position by a current City of Norfolk employee, please provide the employee's full name, department, and job title, and your relationship to the employee. If not, please indicate by typing "N/A."
05
Please select the highest level of education you have completed.
High School Diploma/GED
Some College (6 months or more)
Vocational/Technical Degree
Associate's Degree
Bachelor's Degree
Master's Degree or higher
06
How many years of experience do you have processing subpoenas related to medical records releases?
No experience
Less than 2 years of experience
2-3 years of experience
4-5 years of experience
6 or more years of experience
07
How many years of experience do you have with archive, destruction, and record retrieval vendors such as Iron Mountain?
No experience
Less than 2 years of experience
2-3 years of experience
4-5 years of experience
6 or more years of experience
08
Position requires supervising team members, please describe your previous supervisory experience.
09
Including length of time, list the Electronic Health Record (EHR) systems you have experience managing medical records with.
10
If you are not already a certified Registered Health Information Technician (RHIT), do you meet the eligibility requirements to sit for the RHIT examination? If yes, successful passing score on RHIT certification exam is required within 6 months.
Yes
No
11
Do you have a valid driver's license?
Yes
No
12
Please provide the name, email address, and phone number of your current or most recent supervisor
13
Please provide an explanation of any periods of unemployment that are 30 days or longer. Indicate N/A if you have not experienced any periods of unemployment.
14
Are you a qualified military spouse? (An individual who is certified by the designated local agency as being a spouse of a member of the United States Armed Forces)
Yes
No
15
Please indicate your veteran status. (A copy of your long form DD-214 may be required)
I am not a Veteran
I am a Veteran
I am a Disabled Veteran
Required Question
Employer
City of Norfolk
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