17 Medical Records Administrator Interview Questions and Answers

Medical records administrators are responsible for the maintenance and organization of patient records in healthcare facilities. They may also be responsible for coding diagnoses and procedures, as well as organizing billing information.

If you’re applying for a job as a medical records administrator, you can expect to be asked a variety of questions about your experience, skills, and qualifications. In this guide, we’ve compiled a list of some of the most common medical records administrator interview questions, along with sample answers to help you prepare for your interview.

Are you familiar with the Health Insurance Portability and Accountability Act (HIPAA) and other federal regulations related to medical records?

The interviewer may ask this question to assess your knowledge of the regulations that govern medical records and how you would handle them. To answer, you can list the regulations and briefly describe what they entail.

Example: “I am familiar with HIPAA and other federal regulations related to medical records. I understand that these regulations are in place to protect patient privacy and confidentiality. In my last role as a medical records administrator, I worked closely with our compliance officer to ensure we were following all regulations. This helped us avoid any issues with the government.”

What are some of the most important qualities for a successful medical records administrator?

This question can help the interviewer determine if you have the skills and abilities to be successful in this role. When answering, it can be helpful to mention a few of your strongest qualities that relate to the job description.

Example: “I believe some of the most important qualities for a medical records administrator are organization, attention to detail and communication skills. These skills allow me to keep track of all patient information and ensure I’m communicating with other healthcare professionals as needed. Another quality that is important to me is flexibility. Working in a hospital setting means there may be times when I need to work overtime or on weekends. Having flexibility allows me to meet the needs of my employer while also caring for my family.”

How would you describe the relationship between a medical records administrator and a patient?

This question can help an interviewer assess your interpersonal skills and ability to communicate with patients. Your answer should show that you value the relationship between a medical records administrator and their patients, as well as how important it is for them to maintain this relationship.

Example: “I believe that a patient’s relationship with their medical records administrator is extremely important because they are the ones who interact with us on a regular basis. I always make sure to treat my patients with respect and kindness, and I am always available to listen to any concerns or questions they may have about their medical records. This helps me build trust with my patients so they know I am here to support them.”

What is your experience using medical record software?

This question can help the interviewer determine your experience with medical record software and how you use it. If you have previous experience using this type of software, describe what types of software you’ve used and how they helped you complete your job duties. If you don’t have any experience using medical record software, explain what other software programs you’ve worked with in the past.

Example: “I’ve been working as a medical records administrator for five years now, and I’ve had experience using several different types of software to keep track of patient information. In my last position, we used an electronic health record system that allowed us to enter all patient data into one database where multiple users could access it. This made it easy to find specific information about patients when needed.”

Provide an example of a time when you had to correct a mistake in a patient’s medical records.

This question can help the interviewer determine how you handle mistakes and challenges in your work. Use examples from previous jobs to describe how you handled a mistake, what steps you took to correct it and what the outcome was.

Example: “In my last position as medical records administrator, I noticed that one of our doctors had accidentally recorded a patient’s weight incorrectly on their chart. The doctor had written down the wrong weight for the patient, which could have affected their diagnosis or treatment plan. So, I immediately contacted the doctor who made the error and explained the situation. They apologized and corrected the record right away.”

If a patient requested access to their medical records, how would you handle the process?

This question can help an interviewer evaluate your customer service skills and ability to work with patients. When answering, it can be helpful to mention a specific example of how you handled this process in the past.

Example: “I would first make sure that I had all of the patient’s information before sending them their records. If they requested access over email or phone, I would send them a copy of their medical record within 24 hours. If they came into the office in person, I would provide them with their records as soon as possible after confirming their identity.”

What would you do if you noticed a doctor making a mistake when recording a patient’s information?

This question can help an interviewer determine how you handle conflict and whether you have the confidence to speak up. Your answer should show that you are willing to take action when necessary, but also that you respect authority figures.

Example: “If I noticed a doctor making a mistake while recording patient information, I would first ask them if they wanted me to correct it for them or if they could do so themselves. If they said they needed my help, I would make sure to explain why I was correcting their work and what the proper procedure is. This helps ensure that doctors understand why I am asking them to change something in the future.”

How well do you understand the structure of the healthcare system?

The interviewer may ask this question to assess your knowledge of the healthcare system and how it functions. This can help them determine if you are qualified for the position, as well as whether you would be able to work effectively in their organization. In your answer, try to explain that you have a solid understanding of the healthcare system and its processes.

Example: “I’ve worked in the medical records field for five years now, so I understand the structure of the healthcare system quite well. I know what each department does and how they interact with one another. I also understand the importance of maintaining confidentiality when handling patient information.”

Do you have experience organizing large amounts of paperwork?

This question can help the interviewer determine if you have experience with a specific type of organization. Use your answer to highlight any unique skills or techniques that helped you complete similar projects in the past.

Example: “In my previous role, I was responsible for organizing and filing thousands of patient records each month. To keep track of everything, I used color-coded folders and labels to organize the files by patient name, date of birth and other identifying information. This system allowed me to quickly locate documents when needed and ensured all important paperwork was properly stored.”

When a patient comes in for a appointment, how do you make sure their information gets added to their file?

This question can help an interviewer understand how you interact with patients and other staff members. It can also show them your organizational skills, as well as the steps you take to ensure all information is accurate. When answering this question, it can be helpful to describe a specific process or system you use for adding patient information to their file.

Example: “When a patient comes in for an appointment, I ask them for their name and date of birth so that I can look up their record in our database. If they’re new to the practice, I’ll enter their information into our registration software so that I can add them to our electronic medical records. Then, I’ll pull up their previous notes from our paper files and add those to their electronic record.”

We want to improve our compliance with HIPAA. What would you do to improve our compliance with HIPAA?

HIPAA compliance is an important part of working as a medical records administrator. Employers ask this question to make sure you understand the importance of HIPAA and how you would improve their company’s compliance with it. In your answer, explain what steps you would take to ensure that the organization complies with all aspects of HIPAA.

Example: “I have extensive experience in ensuring organizations comply with HIPAA regulations. I would first assess our current compliance with HIPAA by reviewing our policies and procedures for maintaining patient privacy and security. Then, I would create a plan for improving our compliance with HIPAA by creating new policies and procedures based on my assessment.”

Describe your experience working with confidential information.

Medical records contain sensitive information, and employers ask this question to make sure you understand the importance of keeping patient data private. When answering this question, explain that you have experience with confidential information and can keep it secure.

Example: “I’ve worked in medical records for five years now, so I am very familiar with handling confidential information. In my previous role, I was responsible for maintaining a HIPAA-compliant system, which meant I had to ensure all employees understood how to handle patient information. I also regularly communicated with patients about their privacy rights and made sure they knew who could access their records.”

What makes you stand out from other candidates for this position?

Employers ask this question to learn more about your qualifications and how you can contribute to their team. When answering, it can be helpful to highlight a skill or experience that makes you unique from other candidates. You may also want to mention any certifications you have in medical records administration.

Example: “I am passionate about helping others, which is why I became a medical records administrator. In my last role, I helped create an efficient system for the hospital’s patient records, which saved time and money. This allowed me to help patients receive care faster than before. I believe these skills would make me a valuable asset to your team.”

Which medical record system are you most familiar with using?

This question can help the interviewer determine your level of experience with medical record systems. If you have worked in a hospital setting, you may be familiar with Epic Systems. If you’ve only worked in private practice settings, you may be more experienced with Cerner or McKesson. When answering this question, it’s important to mention which system you’re most comfortable using and why.

Example: “I’m most familiar with Cerner because I worked at a large hospital that used their system. It was easy to learn how to use the software since there were many training resources available. The system is also very user-friendly, so I didn’t need much assistance from my supervisor when entering data.”

What do you think is the most important aspect of data security in a medical records department?

The interviewer may ask you this question to assess your knowledge of data security protocols and how they apply to the medical records department. Use examples from your experience to explain what you think is most important about data security in a medical records department, and highlight any specific skills or certifications that help you maintain secure records.

Example: “I believe the most important aspect of data security in a medical records department is ensuring that all employees understand their roles in maintaining confidentiality. I have seen instances where an employee was careless with confidential information, which led to a breach. In my last role, we implemented training for our staff on best practices for handling confidential information, including password requirements and encryption methods.”

How often should medical records be updated?

This question can help the interviewer determine your knowledge of medical record keeping. It is important to show that you understand how often records should be updated and when they need to be kept for a certain amount of time. You can answer this question by giving examples of how often you update records in your current role or by explaining what you would do if you were hired for the position.

Example: “In my current role, I am responsible for updating patient records every time a doctor makes an adjustment to their treatment plan. This helps ensure that all information about a patient’s care is up-to-date and easily accessible. If I was hired for this position, I would continue this practice.”

There is a bug in the medical records software that your department uses. What would you do to fix the problem?

This question is a great way to test your problem-solving skills. It also shows the interviewer that you are familiar with the software used in their department and how it works. When answering this question, make sure to highlight your critical thinking skills and ability to solve problems quickly.

Example: “I would first try to fix the bug myself by researching online for answers. If I was unable to find an answer, I would contact my supervisor or IT department to help me figure out what’s wrong. Once we figured out what the issue was, we would work together to come up with a solution.”