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Records Archival Specialist

Department: 8085 - Client Data
Location: San Antonio, TX
Work Schedule: Monday through Friday 8:30 AM to 5:30 PM


Records Archival Specialist is responsible for the archival records process to include preparation, tracking and transfer of records to the offsite storage facility and for scanning into the electronic medical record document imaging system.


  1. Makes on-site visits to unit locations to review and verify that paper consumer and administrative records have been properly prepared (according to Center procedures) for transfer to the Central office for processing and archival at the offsite storage facility.    
  2. Receives and tracks boxes of paper consumer and administrative records incoming from Center locations and outgoing to offsite storage. Requests the pick-up and delivery of consumer and administrative records from offsite storage when needed.    
  3. Receives and processes all incoming written requests for consumer and administrative records in accordance with HIPAA and Center guidelines.
  4. Determines authorized user status and priority classification. Routes, delivers, faxes or scans requested records/information to requestors in a timely manner.
  5. With supervisorís written approval, prepares eligible consumer and administrative paper records for destruction in accordance with legal requirements and Center guidelines.
  6. Data enters information into the electronic records tracking systems of both the Center and the offsite records storage contractor.
  7. Accurately tracks the receipt, transfer, retrieval, return and destruction of all consumer and administrative paper records.
  8. Prepares (preps), indexes and scans health information documents into the electronic medical record document imaging system.
  9. Performs quality checks (image, text, and property reviews) of health information documents scanned to ensure legibility an accuracy
  10. Responds to telephone and e-mail inquiries regarding the correct processing procedures and matters related to closed records.
  11. Interacts and assists with training Center staff on discharge records procedures.
  12. Other duties as assigned


  1. High School Diploma or GED
  2. Two (2) yearsí of medical records or record keeping experience (may substitute an approved training program for experience requirement)
  3. PC Skills-demonstrates proficiency in keyboard operations, Microsoft Office applications and others as required
  4. Must be capable of transferring, lifting, and carrying boxes weighing up to 50 pounds in an office and warehouse environment 
  5. Have a current driverís license and vehicle
  6. Must be capable of transferring, lifting, and carrying boxes weighing up to 50 pounds in an office and warehouse environment
  7. Must be capable of bending, reaching, stooping, walking, climbing ladders, and standing for prolonged periods of time within an office and warehouse environment
  8. Must maintain required credentials and mandatory training requirements to ensure compliance with all State regulations and CHCS policies
  9. Must maintain a valid driverís license and automobile insurance coverage, be able to travel as needed, and be able to meet on a consistent basis the driving record requirements of the Companyís auto insurance carrier if you drive your vehicle during company business 
  10. Must be able to meet the physical requirements to complete SAMA and CPR training including lifting up to 12 lbs. and supporting up to 55 lbs.; bending, stooping and getting on and off the floor without assistance.


  1. Some College Coursework
  2. Experience with Anasazi EMR system or some other EMR system
  3. Experience with Document Imaging Systems   

 Physical Requirements/Demands = 2

1 = Primarily Direct Patient Care
2 = Primarily Office Work
3 = Primarily Physical Work


Compensation Package 

Recruiting and retaining talented individuals is important to us. At the Center for Health Care Services, we are committed to providing our employees with a total compensation package that includes competitive pay, affordable health and wellness benefits, generous paid time off, flexible work schedules, professional development opportunities and generous retirement savings options. 

 We have wide range of career opportunities and hope you will join us in our mission! 

 Apply online today at: 

 The Center for Health Care Services is an Equal Opportunity Employer