17 Medical Records Manager Interview Questions and Answers

The medical records manager is responsible for the maintenance and organization of patient records in a healthcare facility. This important role includes ensuring that records are complete and accurate, as well as keeping them confidential.

If you’re interested in becoming a medical records manager, you’ll need to have at least a bachelor’s degree in health information management. However, many employers prefer candidates with a master’s degree or higher. In addition, you’ll need to be able to pass a background check and have strong references.

Before you can start your new job, you’ll need to go through a job interview. During the interview, you’ll be asked a variety of medical records manager interview questions about your experience, education, and skills. You’ll also be asked behavioral interview questions, which will assess your ability to handle the day-to-day responsibilities of the job.

To help you prepare for your interview, we’ve compiled a list of sample medical records manager interview questions and answers.

Are you familiar with the Health Insurance Portability and Accountability Act (HIPAA) and other medical record privacy laws?

The interviewer may ask this question to determine your knowledge of privacy laws and regulations. As a medical records manager, you must ensure that the confidentiality of patient information is maintained at all times. Your answer should demonstrate that you understand the importance of maintaining privacy and security in regards to patient data.

Example: “I am very familiar with HIPAA and other medical record privacy laws. In my previous role as a medical records technician, I was responsible for ensuring that only authorized personnel had access to confidential patient information. I also ensured that our facility’s electronic systems were secure and up-to-date on any required updates.”

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

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 manager are organization, attention to detail and communication skills. These skills allow me to keep track of all patient information and ensure I am communicating with other healthcare professionals about updates or changes to patients’ files. Another quality that is important to me as a medical records manager is problem-solving. This skill helps me find solutions when there are issues within the department.”

How would you manage the storage of patient records if a natural disaster or other emergency occurred at the clinic?

This question can help interviewers assess your organizational skills and ability to prioritize tasks. In your answer, describe how you would ensure the safety of patient records in an emergency situation.

Example: “If a natural disaster or other emergency occurred at my current job as medical records manager, I would first make sure that all patients were safe and accounted for. Then, I would work with IT professionals to back up all digital files on servers outside of the facility so they could be accessed if needed. Finally, I would organize paper copies of patient records into boxes and store them in secure locations until the clinic was able to reopen.”

What is your process for ensuring that all patient records are properly backed up?

The interviewer may ask you this question to understand how you ensure the safety of confidential patient information. Your answer should include a step-by-step process for backing up medical records and ensuring that they are stored in a safe location.

Example: “I have a specific backup schedule that I follow each week, which includes making sure all paper documents are scanned into our electronic system and backed up on an external hard drive. I also make sure that any digital files are saved to both my work computer and a cloud storage service. This ensures that we always have multiple backups of all patient records so that if one is lost or damaged, we can access it from another source.”

Provide an example of a time when you had to manage a patient’s sensitive information and how you ensured its privacy.

The interviewer may ask this question to assess your ability to handle confidential information. Use examples from previous work experience or explain how you would approach handling sensitive information if it has not happened in the past.

Example: “In my last position, I had a patient who was very private about their medical history and did not want anyone else to know what they were going through. They requested that I only send them copies of their records and keep the originals in our office. I respected their wishes and kept all of their files locked away in a secure location. When they needed access to their records, I provided them with copies as soon as possible.”

If you had to choose, which area of healthcare do you think requires the most organized medical records management?

This question can help the interviewer get a better idea of your knowledge and experience in healthcare. It can also show them how you prioritize tasks to ensure they’re completed on time. When answering this question, it can be helpful to mention an example of how you organized that specific area of healthcare.

Example: “I think all areas of healthcare require some level of organization when it comes to medical records management. However, I would say emergency care requires the most organization because there are so many patients who come through the doors each day. In my last role as a medical records manager for a hospital, I helped implement a system where we could track patient information more efficiently. This allowed us to provide faster service to patients while still maintaining our high standards of quality.”

What would you do if a patient requested access to their medical records and you discovered that a healthcare professional had not properly documented their visits?

An interviewer may ask you this question to assess your ability to handle sensitive situations and make decisions that benefit the patient. In your answer, describe how you would respond to a situation like this one and what steps you would take to ensure it doesn’t happen again.

Example: “If I discovered that a healthcare professional had not properly documented a patient’s visit, I would first apologize to the patient for any inconvenience and explain why their medical records are incomplete. Then, I would contact the healthcare professional who failed to document the visit and discuss with them how they can improve their documentation process in the future.”

How well do you perform under pressure and what is your strategy for managing time and prioritizing tasks when deadlines are looming?

Time management is an important skill for medical records managers. Employers ask this question to learn more about your time-management skills and how you plan to manage their department’s deadlines. In your answer, explain what strategies you use to stay organized and meet deadlines.

Example: “I have a few different methods I use to help me stay on top of my work. First, I always make sure to create a daily schedule that includes all tasks I need to complete each day. This helps me stay focused on the most important tasks throughout the day. Second, I set weekly goals for myself so I can focus on larger projects rather than just daily tasks. Finally, I try to get ahead on my work as much as possible so I don’t feel rushed when deadlines are approaching.”

Do you have experience using electronic medical record systems? Which ones are you most familiar with?

The interviewer may ask this question to learn more about your experience with medical record systems and how you use them. If you have experience using a specific system, share that information along with any other systems you’ve used in the past.

Example: “I have worked with several electronic medical record systems throughout my career as a medical records manager. I am most familiar with Epic Systems because it’s the primary system at my current employer. I also have some experience working with Cerner and Greenway Technologies.”

When consulting with a patient, how do you determine what information to write down and what to leave out?

This question can help an interviewer understand how you prioritize your work and make decisions. Use examples from previous experiences to explain the steps you take when making these types of decisions.

Example: “I always start by asking what their reason for visiting is, as this helps me determine which information I need to write down. For example, if a patient comes in with a cold, I would only record basic information like their name, age, address and symptoms. If they are there because of a broken arm, however, I would also include details about how it happened, who treated them and any other relevant information. This allows me to keep track of all important information while still being able to quickly find specific records later.”

We want to improve our infection control procedures. What would you do to improve our current practices?

Infection control is an important part of the medical records manager’s job. The interviewer may ask you this question to see how you would improve their current infection control procedures and ensure that patients are safe from any potential infections. In your answer, explain what steps you would take to improve the hospital’s infection control policies and procedures.

Example: “I would first assess the current infection control practices in place at the hospital. I would then create a plan for improving these procedures by creating new protocols or updating existing ones. For example, if there were no specific guidelines on hand washing, I would implement a policy requiring all healthcare providers to wash their hands before entering patient care areas.”

Describe your experience with managing and training staff in record keeping procedures.

The interviewer may ask this question to learn more about your leadership skills and how you’ve used them in the past. Use examples from your experience to explain how you helped others understand record keeping processes, organized staff schedules or trained new employees on their responsibilities.

Example: “In my last role as a medical records manager, I had two full-time employees who worked with me to organize patient files and maintain electronic records. We also hired temporary workers during busy times of year like flu season when we needed extra help. In these situations, I would train new employees on our record keeping procedures and expectations for filing documents. I also scheduled shifts so that all three of us could work together to meet deadlines.”

What makes you the best candidate for this position?

Employers ask this question to learn more about your qualifications and how you can contribute to their team. Before your interview, make a list of all the skills and experiences that make you an ideal candidate for this role. Focus on highlighting your relevant experience and soft skills.

Example: “I am passionate about helping patients understand their medical records. I have always been good at explaining things in a way that is easy to understand, so I would love to use my communication skills as a medical records manager. In addition, I have five years of experience managing patient information, which makes me well-suited for this position.”

Which areas of the medical records process do you need to improve on and how do you plan to do so?

This question is a great way to show your potential employer that you are self-aware and willing to improve. When answering this question, it can be helpful to list the areas of improvement and how you plan to work on them.

Example: “I am always looking for ways to improve my organization skills. I have been taking online courses in project management and time management to help me better organize my thoughts and tasks. Another area I would like to improve on is my communication with patients. I have enrolled in an online course about patient care and communication techniques to help me become more empathetic when speaking with patients.”

What do you think is the most important thing to remember when handling a patient’s confidential information?

The interviewer may ask this question to assess your knowledge of HIPAA regulations. As a medical records manager, you will likely handle sensitive information about patients’ health histories and treatment plans. This is why it’s important to understand the rules surrounding patient privacy and confidentiality. In your answer, explain how you would ensure that all confidential information remains secure.

Example: “I think the most important thing when handling patient information is to make sure I am following HIPAA guidelines. These are federal laws that protect the privacy of patients by requiring healthcare providers to keep their information private. If I were hired for this role, I would take an online course on HIPAA compliance so that I could learn more about these regulations. I also plan to read through the hospital’s policies regarding patient privacy and confidentiality.”

How often do you update patient records? Why is this important?

This question can help the interviewer understand how you manage your time and prioritize tasks. Your answer should show that you are organized, detail-oriented and able to work under pressure.

Example: “I update patient records at least once a week, but I prefer to do it every day. This allows me to stay on top of any changes in patients’ conditions or test results. It also helps me ensure that all information is accurate and up-to-date. In my last role as a medical records manager, I found that daily updates helped reduce errors and ensured that doctors had access to the most recent information.”

There is a bug in the medical records software you use. What is your strategy for fixing it?

This question is an opportunity to show your problem-solving skills. You can answer this question by describing a time you fixed a bug in software or another system and the steps you took to do so.

Example: “I would first try to find out if there was a workaround for the bug. If not, I would contact the company that makes the software to report the issue. Then, I would wait for them to fix it. In the meantime, I would make sure all employees knew about the bug and how to work around it until it was fixed.”