How to Become a Medical Records Technician

By: Wendy James, RHIA, PMP

Last Updated: Dec 18, 2018

A medical records technician (MRT) occupies one of the few positions in healthcare requiring no hands-on patient care, yet it is one of the most important jobs in the industry. Health care providers rely on the information in a patient’s medical records in order to diagnose and treat the patient successfully. The medical records technician plays a vital role in properly maintaining these records of patient medical history.

Every day, people make tens of thousands of visits to doctors and hospitals across the country, and each one of these visits involves a patient’s medical record. The doctor reviews a patient’s history as described in the medical record prior to or during a patient’s visit, and then conveys in written or spoken notes the nature and content of the current visit. These notes detail symptoms, possible diagnoses and follow-up actions, such as prescribing medications or further testing.

A medical records technician – now more commonly referred to as a health information technician (HIT) – transfers the data from a doctor’s notes into a patient’s permanent medical record, and the accuracy and timeliness of this data is all-important to appropriate patient treatment.

Another common role for the technician is often the specialization of coding diagnosis and procedures based on the care a patient received so that the organization can be reimbursed for those services. This is known as coding. Coding is used not only for reimbursement but also for research and various registries for data reporting and trending.

A career as a medical records technician provides an excellent opportunity for detail-oriented individuals who enjoy the privilege and responsibility of ensuring top quality care without the patient contact that most healthcare positions require.

Workplace Details

For the medical records technician, hospitals are the most common work environment. Technicians usually work in roles that ensure the quality of the medical record is complete and accurate. Where paper charts are still utilized, technicians may be involved in scanning and indexing the paper documentation so that it can be displayed correctly in electronic form. When there are discrepancies or deficiencies in the documentation, they will work with professional staff such as physicians and clinicians to ensure the documentation is complete and accurate.

In addition to hospital settings, MRTs are also employed in other areas where health information is used, like insurance companies, software vendors, pharmaceutical companies, physician practices, rehabilitation centers, home healthcare agencies, nursing homes, and government agencies.

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Salaries vary depending on education, experience and geographical location. According to the Bureau of Labor Statistics, medical records technicians make an annual median salary of $37,110; the bottom 10% earn a median of $24,190 and the top 10% earn a median of $61,400. MRTs who have gained experience with electronic health records generally command higher salaries, as do those with solid coding skills. Jobs with hospitals and the government generally pay better than jobs in doctor’s offices or extended care facilities.

The Bureau of Labor Statistics expects employment of medical records technicians to increase by 15% between 2014 and 2024, which is significantly faster than the average for all occupations. So what is causing this huge growth? Experts say that the aging of the U.S. population is increasing demand for all types of medical services. The emergence of electronic health records has also created new opportunities for MRTs with strong computer skills.

Aspiring medical records technicians should enroll in a two-year associate degree program, making sure that the program is accredited by the Commission on Accreditation for Health Informatics and Information Management (CAHIIM). While still in high school, students with an interest in this career can prepare by taking classes in health science subjects such as biology and human health, while also taking classes in computers, math and business. Many vocational schools now offer programs to help young people explore the growing field of health information management. There are also opportunities to take online courses to assist the student with preparation for work in this field.

Most employers prefer to hire registered or certified medical records technicians. The most common certification is as a Registered Health Information Technician (RHIT), gained by passing an examination administered by AHIMA. Being credentialed by AHIMA opens the door for career advancement, thus improving salary earnings potential, enabling better networking with peers in similar roles, and assisting with lifelong learning through continuing education.

To maintain the designation of RHIT, AHIMA requires 20 hours of continuing education every two years. As medical records technicians gain experience and additional training, there will be opportunities for promotions and raises, especially in larger medical settings such as hospitals or large practice groups. MRTs who show an inclination for lifelong learning and obtain a bachelor’s degree in health information technology will have the best opportunity to advance into supervisory or administrative positions. Such positions with greater responsibility bring higher salaries as well.

A two-year degree in health information technology will prepare the budding medical records technician for certification and entering the workplace. As you survey the landscape of schools and degrees, you may notice that there are Associate of Science (AS) degrees in HIT as well as Associate of Applied Science (AAS) degrees in the same subject! Both degrees take two years, and both will prepare you for certification and entering the workforce.

While this is confusing, it’s important to consider one key difference between the two degrees: the AAS is typically designed for those whose goal is not to pursue a four-year degree in the future. The credits earned in an AAS degree program won’t necessarily transfer into a bachelor’s degree program. Think about your short- and long-term goals before making this decision; if you predict that you may want to pursue a four-year bachelor’s degree in HIT in the future, you would probably be better served obtaining an AS degree in health information technology rather than an AAS degree.

Common coursework includes the following example subjects among others.

To advance their career, many health information technicians choose to pursue Bachelor of Science (B.S.) degrees in health information management (HIM). As its name suggests, this degree prepares students for management of health data and health information systems. HIM degrees also allow graduates to assume managerial roles over a department of HIT professionals. After completing the bachelor’s degree, students are qualified for RHIA certification (registered health information administrator).

Coursework for this degree includes the following example subjects.

For the health information technician, additional certifications can be obtained in order to increase individual marketability. These include:

• Specialized certifications for medical coding, such as CCS (certified coding specialist) or CCS-P (certified coding specialist, physician-based). This certification is administered by AHIMA.
• Healthcare privacy and security (CHPS) certification – this credential speaks to a tech’s expertise in privacy and security aspects of health information management
• Certified tumor registry (CTR), administered by the National Cancer Registrars Association, qualifies the technician to contribute to the nationwide effort of classifying diagnoses, treatments and outcomes of all cancers and tumors. The maintenance of databases allows this information to become a powerful tool in the battle against cancer.
• Health data analysis (CHDA) – this certification from AHIMA confirms a tech’s mastery of the skills necessary for health data analysis