If you want to start a career in healthcare but don’t prefer direct patient care, then you have 2 great options – Medical Records Specialists and Medical Administrative Assistants.
At first glance, both may seem like the same profession. Both work in healthcare, handle administrative tasks, and don’t provide direct patient care.
However, their roles are quite different. If you enjoy working with computers, organizing records, and ensuring data accuracy, becoming a Medical Records Specialist might be the right fit.
On the other hand, if you prefer interacting with patients, managing appointments, and overseeing office operations, a career as a Medical Administrative Assistant could be a better choice.
So, in this article, we’ll first discuss the respective careers, then we will break down the key differences between these two careers, including their job duties, training requirements, certification options, salary potential, and work environments.
Moreover, we’ll explore how you could start either career faster and affordably, without spending years in college or taking on student loan debt.
So, let’s get started.
What is a Medical Records Specialist?
A Medical Records Specialist is a healthcare professional responsible for managing and maintaining patient records.
They ensure that medical data is accurately recorded, stored, and retrieved for insurance claims, data analysis, and regulatory compliance.
These specialists play a crucial role in healthcare by handling sensitive patient information and ensuring records are up to date, secure, and properly classified.
Here are the Duties of a Medical Records Specialist:
- Reviewing patient records to ensure accuracy, completeness, and proper documentation.
- Assigning classification codes to diagnoses, procedures, and medical services for billing and record-keeping.
- Managing and retrieving records for insurance claims and audits.
- Electronically storing and updating patient records for easy access and reporting.
- Ensuring compliance with privacy laws, including HIPAA, to maintain patient confidentiality.
What is a Medical Administrative Assistant?
A Medical Administrative Assistant is a professional who manages the front desk and administrative tasks in healthcare settings.
They handle patient scheduling, medical billing, insurance claims, and communication between healthcare providers and patients.
Their role ensures the smooth operation of a medical office, clinic, or hospital by managing day-to-day administrative functions.
Here are the Duties of a Medical Administrative Assistant:
- Scheduling appointments, handling patient check-ins, and managing medical office calendars.
- Processing insurance claims, verifying patient coverage, and managing medical billing.
- Communicating with patients, healthcare providers, and insurance companies.
- Maintaining and organizing patient records, ensuring accuracy and confidentiality.
- Managing office supplies, coordinating meetings, and supporting healthcare teams with administrative tasks.
Medical Records Specialists Vs. Medical Administrative Assistant
Medical Records Specialists and Medical Administrative Assistants might seem like the same profession. Both work in healthcare, handle administrative tasks, and do not provide direct patient care.
However, a closer look reveals key differences in their training, responsibilities, certifications, salary, and work environments.
Understanding these differences is crucial if you are considering a career in either field. Here are their key differences:
#1 Training
Both Medical Records Specialists and Medical Administrative Assistants require formal training, but the focus of their coursework differs significantly.
Medical Administrative Assistants undergo training that covers all aspects of healthcare office management. Their coursework includes medical office procedures, patient scheduling, billing and coding basics, insurance processing, and customer service. While medical records management is a part of their curriculum, it is not their sole focus.
On the other hand, Medical Records Specialists receive specialized training in medical records management, medical coding (ICD-10, CPT), HIPAA compliance, electronic health record (EHR) systems, and data security. Their coursework is more technical and focuses on how patient information is stored, processed, and retrieved for insurance and legal purposes.
#2 Certification
You should get certified if you want to boost your job prospects and establish yourself – this is true for both careers. Certification not only validates your skills but also makes you a more competitive candidate in the healthcare industry.
For Medical Records Specialists, the Certified Electronic Health Records Specialist (CEHRS) certification from the NHA is a widely recognized credential. This certification validates expertise in handling electronic health records, data management, and regulatory compliance.
Medical Administrative Assistants, on the other hand, often pursue the Certified Medical Administrative Assistant (CMAA) certification, also from the NHA. This certification demonstrates proficiency in managing a medical office, handling patient interactions, processing insurance claims, and overseeing general administrative tasks.
#3 Scope of Practice
The scope of practice for these roles is another major distinction. Medical Records Specialists focus on behind-the-scenes data management, ensuring that medical records are accurate, secure, and accessible when needed. Their role is crucial for compliance, insurance reimbursements, and data analysis. They rarely interact with patients but play a vital role in maintaining the integrity of medical information.
Medical Administrative Assistants, on the other hand, are the face of a healthcare facility. They handle direct patient interactions, manage administrative workflows, and ensure that day-to-day operations run smoothly. Their work often involves a combination of customer service, clerical duties, and financial processing.
#4 Work Environment
Both careers offer a variety of work settings, but their day-to-day environments can differ.
Medical Records Specialists primarily work in back-office settings, spending most of their time on computers. They are employed in hospitals, physicians’ offices, insurance companies, and healthcare administration firms. Their work involves minimal direct patient interaction, as their focus is on managing health information.
Medical Administrative Assistants, however, work in patient-facing roles. They are commonly employed in physicians’ offices, outpatient care centers, and hospitals. Their work involves a mix of desk duties and interaction with patients, healthcare providers, and insurance representatives.
#5 Key Duties
While both Medical Records Specialists and Medical Administrative Assistants handle administrative tasks, their job responsibilities differ significantly.
One of the key differences is their level of patient interaction. Medical Administrative Assistants work directly with patients, handling check-ins, scheduling appointments, answering inquiries, processing insurance claims, and managing billing.
They serve as the first point of contact in a healthcare facility, ensuring smooth communication between patients, providers, and insurance companies. Their role requires excellent customer service skills and the ability to multitask in a fast-paced environment.
On the other hand, Medical Records Specialists primarily work behind the scenes, focusing on managing and maintaining patient health records. Their duties include reviewing patient records for completeness and accuracy, assigning classification codes (ICD-10, CPT) to diagnoses and medical procedures, and ensuring compliance with healthcare regulations such as HIPAA.
Unlike administrative assistants, their job does not involve direct patient interactions, but they play a critical role in ensuring the accuracy and security of medical information.
#6 Salary
According to the latest data from the Bureau of Labor Statistics (BLS) in 2023, Medical Records Specialists earn an average salary of $48,780 per year, or approximately $23.45 per hour.
The top 10% of earners in this field make as much as $77,810 annually, or about $37.41 per hour, while the lowest 10% earn around $35,080 per year, which equates to roughly $16.87 per hour.
In comparison, the salaries of Medical Administrative Assistants have a slightly lower average. As of 2023, the median annual wage for this profession is $43,380. Top earners in this field make more than $58,340 per year, while the lowest 10% earn less than $31,900 per year.
How to Become a Medical Records Specialist Faster?
If you’re looking to start a healthcare career but prefer working with computers, organizing records, and ensuring data accuracy, becoming a Medical Records Specialist is a great option.
Here’s a quick guide to help you start this career faster:
Step 1 -> Enroll in a formal training program
Step 2 -> Complete the coursework
Step 3 -> Gain experience through an externship
Step 4 -> Prepare for the CEHRS certification exam
Step 5 -> Apply for the certification exam online through the NHA site
Step 6 -> Get certified and explore job opportunities
Here’s a complete guide on – How to Become a Medical Records Specialist?
Now, to become a Medical Records Specialist, the first step is enrolling in a formal training program. Once you do that, everything else falls into place, like you could get certified and get an externship opportunity.
But which training program should you choose to make this journey as smooth as possible?
While traditional college degrees are an option, they can be time-consuming and expensive. A better alternative is an online training program, which allows you to complete your education faster, on your own schedule, and without the burden of student loan debt.
One standout option is Preppy’s self-paced Electronic Health Records Specialist training program. Designed for efficiency and flexibility, Preppy’s program simplifies your path to becoming a certified Medical Records Specialist while offering several unique benefits.
#1 100% Online and Self-Paced
With Preppy, you can study anytime, anywhere, at your own pace. So, you don’t need to attend in-person classes or adjust your daily routine. Whether you want to complete the program quickly or take your time, you have full control over your learning schedule.
#2 Faster Completion
While enrolling isn’t just enough, you need to complete the coursework at your own pace. With Preppy, you could complete your training in as little as 4 months, allowing you to start your career much faster.
#3 Affordable Tuition
We talked about online programs being affordable, but Preppy is next-level affordable. You could get high-quality training for just $1,599, making it one of the most budget-friendly options available.
#4 Externship Opportunity
Now, this is important, so Preppy goes beyond online learning by offering an externship near your location. This hands-on experience allows you to apply your knowledge in a real healthcare setting, making you more confident and job-ready.
#5 You Could Become Certification Ready
In healthcare, getting certified is the key. It can enhance your job prospects and open better career opportunities. So, with Preppy, you could become ready to sit for the CEHRS certification exam by the NHA.
#6 Besides these main features, there are some bonuses like –
- After completing the program, you’ll receive a university certificate from Auburn University—an accredited, non-profit institution.
- Preppy’s support team provides 24/7 learner assistance and support.
- Lastly, if you pay your tuition ($1599) in full, you’ll receive a free laptop that is yours to keep even after completing the program.
So, if you want to start your Medical Records Specialist career faster, Preppy’s Self-Paced Electronic Health Records Specialist Training Program could be a great choice.
How to Become a Medical Administrative Assistant in as little as 4 Months?
If you want to become a Medical Administrative Assistant in as little as 4 months, that’s only possible through Preppy’s self-paced online Medical Administrative Assistant Training Program.
Preppy provides flexibility to progress quickly while balancing other life commitments. Here’s how you could become a Medical Administrative Assistant in as little as 4 months through Preppy:
Step 1 -> Enroll in Preppy’s Medical Administrative Assistant Program
Preppy is 100% Online and Self-Paced, so you can study anytime, anywhere, at a pace that works for you. Well, just enrolling isn’t enough; you need to complete the coursework. Due to its self-paced nature, you could complete your training in as little as 4 months.
There’s another benefit of completing the coursework. Once you complete the program, you’ll receive a certificate from Auburn University, a reputable, non-profit, and accredited institution.
Now, you could be wondering how much it would cost. Well, it just costs $1,599—making it one of the most cost-effective options available. Now, if you pay the tuition in full, as a bonus, you’ll receive a free laptop, and that’s yours to keep even after completing the program.
Lastly, if during the training period, if you need any academic help, technical assistance, or career guidance, you’ll be pleased to know that Preppy offers 24/7 support.
Step 2 -> Gain Experience through an Externship
While coursework gives you the theoretical knowledge, hands-on experience is equally important. Employers value candidates who have practical exposure to the job, and the best way to gain this experience is through an externship.
Preppy includes an externship opportunity near your location. This hands-on experience helps you apply what you’ve learned in a real healthcare setting, giving you an edge when entering the job market.
Step 3 -> Prepare and Apply for the CMAA Certification
After completing your training and gaining some practical experience, the next step is to prepare for the CMAA certification exam. The exam is designed to test your knowledge.
Preppy’s program is designed to meet industry standards, so you could become fully prepared. You also should need to review your coursework thoroughly, take practice tests, and focus on any areas where you feel less confident.
A strong study plan and online resources will help you feel prepared and increase your chances of passing on the first attempt. Once you feel prepared, apply for the exam.
Step 4 -> Get certified and Explore Job Opportunities
Once you pass the CMAA certification exam, you officially become a Certified Medical Administrative Assistant. This credential significantly improves your job prospects, as employers prefer certified professionals. Now, you could just start to pay attention to the job boards or start applying for entry-level positions.
Bottom line – with Preppy, you can learn at your own pace, the tuition is affordable, you get a university certificate, an externship opportunity, and you could become certification-ready.
So, with Preppy’s Self-Paced Medical Administrative Assistant Certification Program, you could become job-ready faster in as little as 4 months without spending years in college or without student loan debt.
In Conclusion
Both Medical Records Specialists and Medical Administrative Assistants play crucial roles in healthcare, but their responsibilities, training, and career focus set them apart.
While Medical Records Specialists work behind the scenes, managing patient data and ensuring compliance, Medical Administrative Assistants handle front-office tasks and interact directly with patients.
If you’re considering a career in either field, the good news is that you don’t need to spend years in college or take on student loan debt.
With the right online training, you can gain the necessary skills, earn certification, and step into a rewarding healthcare career—quickly and affordably.
Also Read: Top 5 Skills You Need as a Medical Administrative Assistant
About:
Preppy was founded by higher education expert, Grant Aldrich, whose work on college affordability and accessibility has been featured in Forbes, Bloomberg Businessweek, Business Insider, American Express, AOL, MSN, Thrive Global, Reader’s Digest, Inside Higher Ed, Evolllution, EducationDive, and nearly 100 radio shows and podcasts.
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