What Is a Medical Archivist?

Medical archivists are professionals who manage and safeguard patient records, both physical and electronic. They ensure accuracy, organization, and compliance with privacy laws, making medical records retrieval efficient and reliable for healthcare decisions, insurance claims, audits, and legal proceedings.

By ensuring medical information meets both healthcare and legal standards, medical archivists protect critical information that could be essential in court litigation involving medical data. Without their careful work, important medical records could be lost, delayed, or mishandled, creating risks for both patients and legal cases.

At On-Call Legal Process Servers, we help individuals, attorneys, and law firms retrieve medical records efficiently and securely. Our team has over 16 years of nationwide experience handling record requests, subpoena services, and HIPAA and state authorizations with precision and care. Contact us today to get your medical records retrieved fast and without hassle.

This blog explains who medical archivists are, their roles and responsibilities, their career prospects, key challenges they face, and how technology improves medical records retrieval.

What Is a Medical Archivist?

A medical archivist is a professional responsible for organizing, maintaining, and securing patient medical records and health information. They’re also known as medical record specialists, medical records technicians, health information managers, or medical records officers.

Their main goal is to ensure that all patient data, both physical and electronic medical records, is accurate and up to date. They also keep the records confidential and easily accessible when needed for treatment, billing, research, or legal purposes.

What are the Roles and Duties of a Medical Archivist?

Medical archivists play an important role in the smooth running of healthcare facilities. Their work supports doctors, nurses, administrators, and other healthcare professionals by making sure medical data is easy to find when needed. Let’s discuss their main roles in detail.

1. A medical archivist is responsible for creating and organizing patient records. They collect and arrange important details such as personal information, medical histories, test results, and treatment notes. Each file gets a unique identification number to make tracking easier.
2. The archivist also handles data entry and management, especially in Electronic Health Record (EHR) systems. They make sure that all data is complete, accurate, and coded correctly. They may also assist in setting up new digital systems, work with IT staff to back up records, and ensure that all information is kept secure from technical failures or cyber threats.
3. Another main role of medical archivists is medical records retrieval and dissemination. Doctors, nurses, billing offices, or other authorized staff may request access to certain files for treatment or review. In some cases, patients may need their medical information for insurance reimbursement or other such purposes.In such cases, the archivist makes sure that these files are located quickly and shared only with the right people. For evidence in legal proceedings, the requesting party can issue a subpoena for medical records through their attorney or a subpoena service provider.
4. Protecting patient privacy is one of the archivist’s most important responsibilities. They follow confidentiality laws like the Health Insurance Portability and Accountability Act (HIPAA), making sure that only authorized personnel can access records. The medical archivist also educates other staff members on proper record-handling procedures to prevent data leaks or unauthorized access. In addition, they prepare reports and participate in internal audits to ensure that the hospital’s record management system meets required standards.
5. Moreover, medical archivists decide how long each record should be kept, based on legal requirements and hospital policies. Once a file becomes inactive or outdated, it may be moved to long-term storage or digital archives. When the retention period expires, the archivist supervises the secure destruction of the records to protect patient information.

What Are the Career Prospects for Medical Archivists?

Every hospital, clinic, and healthcare organization needs professionals who can manage patient data accurately and securely. According to the U.S. Bureau of Labor Statistics, employment opportunities for medical archivists is expected to increase by 7% between 2024 and 2034. This is significantly faster than the average for most other jobs. Over the 10 years projection, the BLS estimates about 14,200 openings each year for medical records specialists.

Moreover, the median annual wage for medical record specialists was $50,250 as of May 2024. These statistics mean that a career as a medical archivist does not only offer strong job stability and opportunities for growth; it also promises a good paycheck. The profession offers a balance of job security, steady income, and the satisfaction of contributing to efficient and ethical patient care.

As a medical records specialist, you can work in various settings, including hospitals, health centers, medical research institutions, insurance companies, public health agencies, and private medical practices. And as you gain experience, you can advance to senior roles such as Health Information Manager, Records Supervisor, Health Service Manager, or Medical Registrar.

How Do You Become a Medical Archivist?

To become a medical archivist, you need both formal education and hands-on training in health information management. The job requires a good understanding of medical terminology, patient privacy laws, and how to manage both paper and electronic health records.

Although the exact requirements may vary by country or employer, most medical archivists follow a similar educational path to build the skills needed for the role. Here’s a comprehensive summary of the pathway you can follow to become a medical archivist in the United States.

1. Complete Secondary Education

The first step is to obtain a high school diploma or its equivalent. Subjects like biology, computer science, and English are helpful because they provide a basic understanding of health, technology, and communication. Good computer and organizational skills at this stage will also make future training easier.

2. Obtain a Diploma or Degree in Health Information Management

After high school, enroll in a diploma or degree program in Health Information Management, Medical Records Administration, or a similar field. In the U.S., accredited programs are often offered by community colleges and universities. Completing one of these programs makes you eligible for entry-level positions or certification exams.

Moreover, these programs teach essential topics such as anatomy, physiology, medical terminology, data management, and health law. You’ll also learn how to use EHR systems, which are widely used in hospitals and clinics today.

3. Gain Practical or Internship Experience

Hands-on training is a key part of becoming a medical records specialists. Many educational programs include internships with health care providers in hospitals, health centers, or insurance offices. These experiences help students understand how record systems work in real healthcare environments. You’ll also learn to handle patient files, follow data privacy rules, and assist with record storage or retrieval.

4. Earn Professional Certifications

Although not always mandatory, professional certification greatly improves your job prospects. In the U.S., the American Health Information Management Association (AHIMA) offers recognized credentials such as Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA). These certifications show healthcare providers that you meet industry standards and are qualified to manage health information systems effectively.

5. Pursue Continuing Education and Skill Development

Beyond formal studies and certifications, it’s important to continue learning as healthcare professionals. The health care industry keeps evolving, with new laws, digital systems, and recordkeeping methods emerging regularly. Hence, taking short courses, attending workshops, or joining professional associations helps medical archivists stay updated and advance into senior or specialized roles.

Challenges and Risks in Medical Archiving

Most medical record specialists work with large amounts of medical information that must be stored accurately, kept confidential, and easily retrievable when needed. While their work is essential to healthcare operations, it comes with several challenges that can affect efficiency, data safety, and legal compliance in medical records. Some of the challenges and their potential solutions are as follows:

• Data Overload and Record Management: Hospitals and clinics handle thousands of files, both physical and digital, which can easily become disorganized. When records are not properly labeled or indexed, retrieval becomes slow and frustrating. To solve this, implement an efficient filing system and use EHR software to make data organization faster and reduce errors. Regular audits and staff training also help maintain order in record storage.
• Data Accuracy and Entry Errors: Even small mistakes in data entry or medical coding can lead to serious problems in diagnosis, billing, or treatment. Incomplete or duplicated records can also waste time and cause confusion. As such, it’s best for medical archivists to double-check entries, and standardize coding systems. They can also adopt automated tools that reduce manual errors. Periodic data reviews can also help identify and fix inconsistencies early.
• Confidentiality and Data Security: With increasing digital storage, records are at risk of hacking, data breaches, or unauthorized access. Physical files can also be damaged by fire, water, theft, or poor storage conditions. As such, hospitals should use strong passwords, data encryption, and access control systems. Additionally, medical records specialists must be trained in legal compliance with the Health Insurance Portability and Accountability Act and other privacy laws in their jurisdiction.
• Outdated Systems and Technology Gaps: Some healthcare facilities still rely on outdated or paper-based systems that make record management slow and inefficient. In such cases, migrating from manual to digital health systems can be challenging and expensive, especially without proper training or IT support. The best approach is gradual digitization. Facilities can start by digitizing active records first and training staff to use new medical devices and systems effectively. They can also partner with IT experts to help reduce technical issues during the transition.
• Staff Shortages and Heavy Workload: Many hospitals face limited staffing in their records departments. This leads to heavy workloads for medical archivists, increasing the risk of mistakes, delays, and burnout. The solution is to hire additional support staff or interns that can help distribute the workload. Introducing automated systems and digital tools can also reduce manual tasks, making record management more efficient and less stressful.

How Is Technology Influencing Medical Archiving?

In the past, medical archiving relied heavily on paper files and physical storage systems, which often led to issues such as lost records and limited accessibility. Today, digital tools like EHRs and cloud-based storage systems have made it possible to organize and retrieve patient information quickly, accurately, and securely. This shift not only saves space but also improves the efficiency of healthcare delivery by allowing doctors and staff to access patient data instantly from different locations.

Another major influence of technology is the integration of automation and artificial intelligence (AI) in record management. These systems help identify duplicate files, flag missing information, and ensure compliance with health data standards.

For instance, automated coding tools make it easier for medical archivists to assign accurate codes to diagnoses and procedures, thereby reducing human errors. AI-powered analytics can also generate reports and health informatics that help hospitals monitor patient trends and improve decision-making. Technology has also strengthened data security through encryption, multi-factor authentication, and audit trails that track who accesses or edits patient information.

However, it also brings new challenges such as cybersecurity risks and the need for regular software updates. To keep up, medical archivists must continuously learn new digital tools and adapt to evolving standards in data management.

Let’s Help You Retrieve Medical Records With Ease

Medical archivists play a critical role in ensuring patient records are accurate, secure, and accessible. Their role supports healthcare decisions, legal compliance, and the integrity of medical records retrieval. If you’re looking for a medical archivist, make sure they have all the qualifications for professional service in their jurisdiction. In addition to hands-on experience, confirm that they adhere to all relevant privacy rules to avoid legal trouble.

If you need to retrieve medical records for legal, insurance, or personal purposes, On-Call Legal Process Servers can help. With over 16 years of nationwide experience, we handle record requests, subpoenas, and HIPAA authorizations quickly and securely so you get the documents you need without delays or complications. Reach out to us today.

FAQs

If you’re considering a career as a medical archivist, understanding the qualifications, training, and career opportunities can help you plan the right path. Below are some of the most common questions people ask about medical archivist.

What qualifications are needed to become a medical record archivist?

To become a medical archivist, you typically need a bachelor’s degree in health information management, medical records administration, or a related field. Some healthcare providers may accept an associate degree combined with relevant work experience. Professional certifications can also improve your job prospects and credibility.

How much does a medical archivist earn on average?

The average salary for a medical archivist in the U.S. ranges from $45,000 to $70,000 per year, depending on experience, education, industry, and location. Those working in large hospitals or government health agencies may earn higher salaries.

What is the typical career path for a medical archivist?

A medical archivist often begins as a records clerk or health information technician before moving into more senior roles. With experience, they can advance to positions such as records manager, health information administrator, or data compliance officer. Some professionals transition into consulting, teaching, or IT roles related to health data management.

What kind of training is required to become a medical archivist?

Training usually involves formal education in medical terminology, data management, health law, and information technology. Many colleges, universities, and even technical schools offer degree or certificate programs focused on medical information management. In addition, additional training on-the-job helps new archivists gain practical experience in handling, securing, and organizing medical records.

What is the difference between medical archivists and medical coders?

While both work with medical records, their roles are different. Medical archivists focus on storing, organizing, and protecting patient information to ensure accuracy and accessibility. On the other hand, coding patient information involves translating medical procedures and diagnoses into standardized codes used for population health statistics and insurance purposes. Both roles often work together to maintain efficient health information systems.

What skills are most important for medical record archivists?

A medical archivist needs strong attention to detail, organizational skills, knowledge of medical terminology, and clinical documentation skills. They also need to be proficient with computer systems, medical classification systems, electronic databases, electronic health record (EHR) software, and data analysis. Good communication and a solid understanding of data privacy laws, such as HIPAA, are equally important to ensure compliance and patient confidentiality.