Job Description

The Records Technician plays a vital role in maintaining accurate and organized patient records in a dental office. This position ensures that records are properly filed, updated, and compliant with confidentiality and regulatory standards. The Records Technician works closely with the administrative team and clinical staff to ensure records are easily accessible for treatment planning, patient care, and office operations.

Essential Responsibilities:

• Organize and maintain patient records, including charts, x-rays, treatment plans, and other relevant documents
• Ensure patient records are filed accurately, timely, and confidentially, both electronically (EHR/PMS) and/or paper-based
• Update patient records with new treatment information, medical histories, and contact details
• Accurately enter and update patient information in the practice management system
• Verify patient information, including insurance and personal details, for accuracy and completeness
• Retrieve patient records as requested by the dental team to ensure necessary documents are available prior to appointments
• Maintain an organized filing system for efficiency in retrieving patient information
• Safeguard patient confidentiality and comply with HIPAA regulations at all times
• Ensure diagnostic images, including x-rays, are correctly filed and linked to patient records
• Coordinate with the clinical team for proper management and storage of imaging files (digital or paper)
• Process requests for the transfer of patient records to other providers, ensuring compliance with office policies and HIPAA guidelines
• Assist in internal audits to ensure records meet legal, regulatory, and office standards
• Monitor and maintain inventory of record-keeping supplies and order as needed
• Provide backup support to other administrative staff during peak periods or absences
• Participate in training sessions related to record-keeping systems, software, and HIPAA compliance
• Perform additional duties as assigned to support smooth office operations

Requirements

Qualifications & Experience:

• High school diploma or equivalent required; additional training or certification in medical/dental office administration or health information management is a plus
• Familiarity with dental office software, electronic health records (EHR/PMS), and practice management systems preferred
• Strong attention to detail and excellent organizational skills
• Ability to manage and prioritize tasks in a fast-paced environment
• Excellent verbal and written communication skills
• Knowledge of HIPAA regulations and commitment to maintaining patient confidentiality
• Basic computer proficiency, including dental management software, Microsoft Office, and digital imaging systems
• Team members are expected to uphold the culture outlined in the SDB Handbook, with a focus on our core values and any additional responsibilities as defined