How To Write a Medical Record Specialist Resume (Plus Example)

By Indeed Editorial Team

Published May 6, 2022

Medical care specialists organize and maintain patient care records and help with patient administration tasks. They're responsible for ensuring the accuracy of data and complying with the Health Insurance Portability and Accountability Act. Learning what to include in your resume and how to make it impressive can improve your chances of getting shortlisted for this position.

In this article, we discuss record specialist skills that are essential to include on a resume, explain the steps involved in creating a professional resume for this position and also provide a template and example to facilitate better understanding.

Medical record specialist skills for a resume

Following are the essential skills to include in a medical record specialist resume:

  • Documentation skills: Medical record specialists are responsible for maintaining accurate records in paper files according to the legal provisions applicable to the health industry. This requires you to have strong documentation skills.

  • Computer and data entry skills: Medical record specialists are responsible for maintaining the organization and security of electronic data. This requires you to have basic computer skills to perform tasks, such as entering and retrieving data, scanning documents and creating a data backup system.

  • Customer service skills: Medical record specialists serve the patients and medical professionals by providing timely and accurate information. Having customer service skills, such as patience, empathy, positive thinking, active listening and problem-solving can help you excel in this position.

  • Communication skills: The position of medical record specialist requires strong communication skills, both verbal and written. The position requires you to communicate with patients, medical professionals, insurance agencies and legal authorities clearly and professionally.

  • Time-management skills: Employers may look for candidates who are well-organized and efficient in time management. Time management techniques, like multitasking and prioritizing, can help you perform diverse tasks with ease, such as updating records, providing data to medical professionals and coordinating with health authorities.

  • Trustworthiness: Medical record specialists have access to patients' health data and may also have access to personal information of the patients, such as their habits, financial position and family structure. It's extremely important to be trustworthy to keep such data secure and confidential.

Related: How To Become a Successful Document Specialist

How to create a medical record specialist resume

Here are the steps involved in creating a medical record specialist resume:

1. Review the employer's requirements

It's essential to customize your resume to target the specific requirements of the position for which you're applying. Employers usually list these requirements in the job description. Browsing the company's website and social media pages can help you learn about the company's goals and work environment. You can also learn more about the company's hiring preferences through professionals already working there. Once you understand the background and qualifications the company is looking for, highlight those matching qualities in your resume to invite the attention of the hiring manager.

Related: 12 Entry-Level Jobs in Health Care Administration

2. Determine the format and order of your resume

Based on what you want to include and display more prominently in your resume, determine the priority and order of sections like education, skills, experience and accomplishments. If this is going to be your first job, you may want to place greater emphasis on your education and skills. If you're applying as an experienced candidate, it's helpful to add greater detail to your employment history and move the education section to the end.

Read more: How To Use a General Resume Format

3. Add a header to your resume

The header is the topmost section of your resume. Include your name and contact details in it. You can also add a relevant degree or certification immediately after your name, such as Diploma in health records management or a Master's in health care administration. Since most companies use phone or email to contact their applicants, make sure that you include these details in the header.

You can skip the street address, but it's helpful to include your city and state so a hiring manager can know your proximity to the company. If you have any online portfolio or professional social media accounts, consider linking to them.

Read more: How To Write Resume Headers

4. Write a professional summary

This section summarizes your entire resume in two or three lines. If the number of applicants is very high, a hiring manager may scan the summaries to decide which resumes to read in full. Use your professional summary section as an opportunity to invite the hiring manager's attention and create enough interest in your resume. Include only the most important parts of your experience and skills to demonstrate your qualification for the position.

Example:A reliable medical record specialist capable of bringing efficiency to medical documents management. Highly proficient in reviewing medical documents and reconciling discrepancies. Over four years of experience in the health care industry.”

Read more: A Complete Resume Summary Guide (40+ Examples)

5. List your employment history

Next, include an experience section that lists your present and past employment details. This section is extremely significant, as it reassures the hiring manager you've worked in a similar position and have the required experience. Start with your most recent or current role and follow with your previous positions. For each job role, include details such as the company's name, city, state and job responsibilities.

To make your resume more effective, add bullets with the most relevant and important duties you performed in each role. List five bullet points for your current position and three bullet points for previous roles. If you wish to highlight any extraordinary accomplishments, you can list them under the relevant job role or create a separate section for them. If you're a fresh graduate without professional experience, you can list any work experience that demonstrates relevant job skills or duties, such as customer service or data entry.


  • Prepared and organized hospital medical records

  • Completed papers for admission and discharge of patients

  • Processed insurance authorization forms

Read more: How To Write Your Resume Employment History (With Examples)

6. Include your relevant skills

The position of a medical record specialist requires both technical and personal skills. Technical skills are the core skills that you need to perform your role, such as data entry, computer proficiency and legal compliance. Personal skills are the soft skills that help you perform your duties more efficiently, such as communication, interpersonal, compassion and creativity. Include both types of skills in your resume.

Consider using the same terms to describe these skills as those used in the job description. For example, if the job description lists “active listening” as a desirable skill, consider using “active listening skills” instead of “communication.”

Related: Overcoming a Skills Gap (With Tips for Increasing Your Skills)

7. Add an education section

List your degrees, certifications and professional memberships in this section. In some organizations, you can qualify for the position of a medical record specialist with a high school diploma. Others may ask for a post-secondary certificate, such as an associate or a bachelor's degree in medical billing or medical office administration.

If you've earned multiple degrees, list them in reverse chronological order. For each entry, include the name of the school or institution along with your degree and year of completion. For degrees completed over three years ago, you can skip the completion date. If you're applying for your first job, you can also briefly describe your academic and extracurricular achievements.

Related: 10 Jobs That You Can Do With a Medical Billing and Coding Certificate

8. Optimize your resume

It's essential to optimize your resume for an applicant tracking system that many companies use. This technology can help hiring managers screen and track candidates based on a set of criteria. For example, it may look for resumes that contain certain keywords. Including keywords from the job description in your resume can help your resume pass the ATS and reach the next round of screening.

Related: Learn About Being a Billing Specialist

9. Proofread for potential errors

Proofread your resume for errors and readability issues. Make it more interesting and professional by removing redundancy and adding clarity to the content. Consider reading your resume aloud to yourself or ask someone to proofread it for you.

Read more: 27 Proofreading Tips That Will Improve Your Resume

10. Format your resume

Proper formatting can help make your resume appear more polished and presentable. You can put your headings in boldface or larger size to increase readability and emphasize your content. Be sure to use a standard, clean font and choose a neutral color scheme to retain a professional style.

Related: Definitive Guide to Professional Resume Reviews

Medical record specialist resume template

Here's a resume template for the position of medical record specialist to help you understand what to include in your resume:

[Full name]
[Phone number] I [Email address] I [City, State]

Professional Summary
[Two to three lines to highlight your experience, skills and qualifications relevant to the position of medical record specialist]

[Job Title], [Start date–End date]
[Company Name], [City, State]

  • [Strong verb] + [job duty] + [impact]

  • [Strong verb] + [job duty] + [impact]

  • [Strong verb] + [job duty] + [impact]

  • [Strong verb] + [job duty] + [impact]

  • [Strong verb] + [job duty] + [impact]

[Job Title], [Start date–End date]
[Company Name], [City, State]

  • [Strong verb] + [job duty] + [impact]

  • [Strong verb] + [job duty] + [impact]

  • [Strong verb] + [job duty] + [impact]

[Skill] I [Skill] I [Skill] I [Skill] I [Skill]

[Name of school or university]

Related: 10 Jobs for Health Informatics Professionals With Master's Degrees

Medical record specialist resume example

Here's an example of a medical record specialist resume to help you create one:

Deborah Miller
555-544-3232 I I Colorado Springs, Colorado

Professional Summary
Highly efficient medical record specialist with a keen ability to organize and maintain medical data to comply with Health Insurance Portability and Accountability Act requirements. Technical diploma in medical records management with a sound knowledge of medical terms. Working as a medical record specialist for the past three years.

Medical Record Specialist, March 2019–Current
Petra's Institute of Medical Science, Colorado Springs, Colorado

  • Maintain patient records and confidential files in compliance with HIPAA requirements

  • Collaborate with physicians, IT departments and external agencies

  • Check existing data for accuracy, verify demographics and reconcile data

  • Ensure confidentiality and security of the hospital's data and files

  • Help with day-to-day administration, including admission and discharge of patients

Medical Record Clerk, January 2018–March 2019
New Hope Health and Research Center, Colorado Springs, Colorado

  • Assisted doctors and scientists with research documents

  • Organized and maintained X-rays, purged files and medical records

  • Assisted the billing clerk in the outpatient block

Excellent filing and documentation skills I Computer proficiency and data entry skills I Strong understanding of HIPAA requirements I Verbal and written communication skills I Organization and time management skills

Technical Diploma in medical records management
Colorado School of Health Sciences

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