Position Classification Description

Position Class Code / Title: A0031 / OMI Records Tech
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 07
HR Review/Approval:RVIEW

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Under general supervision, analyzes and responds to internal and external requests for OMI records, ensuring adherence to legal and confidentiality requirements. Constructs and maintains comprehensive case files, and ensures the accurate filing, retrieval, and updating of records. Provides input into the improvement of record management and retention procedures.

Duties and Responsibilities

  1. Analyzes requests for OMI records, assessing legality and appropriateness of release; abstracts pertinent portions of records and releases in accordance with OMI policies and guidelines.
  2. Assembles and maintains case files in accordance with established protocol and legal/judicial requirements; reviews files for accuracy, completeness, and orderliness, and takes remedial action as necessary to ensure compliance with requirements.
  3. Processes and logs records releases and file transfers for tracking; locates and retrieves records and files that have been checked out and are missing.
  4. Maintains logs and databases of record disposition, and generates reports; participates in the development of record management and tracking systems.
  5. Maintains record archives and databases; participates in the development and implementation of archiving procedures and systems.
  6. Answers routine inquiries from external constituencies; resolves or refers records problems and issues as appropriate.
  7. May lead, guide, and train student employees performing related work; may participate in the recruiment of student employees, as appropriate.
  8. Works with attorneys in responding to subpoenas for records.
  9. Sequesters records on order of HSC counsel, law enforcement or by court order.
  10. Transfers radiographic images to appropriate storage media and prints photographs.
  11. Manages release of information to law enforcement agencies, district attorneys, families, civil attorneys and media according to IPRA and OMI policies.
  12. Updates multiple databases (VAST, DIRT) with status of records requests.
  13. Coordinates and leads the work of other personnel in the absence of the Records Supervisor, to include work allocation and problem resolution.
  14. Responds to inquiries regarding state and federal retention and disposition guidelines.
  15. Manages storage and destruction of records.
  16. Understands and complies with state and federal retention and disposition guidelines.
  17. Provides technical guidance and support to database users.
  18. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 1 year of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Knowledge of medical terminology.
  • Ability to communicate effectively, both orally and in writing.
  • Skill in the use of personal computers and related software applications.
  • Data management and tracking skills.
  • Medical data editing and abstracting skills.
  • Ability to use independent judgment and to manage and impart confidential information.
  • Knowledge of legal issues associated with medical investigations records release and exchange.
  • Ability to maintain confidentiality of records and information.
  • Ability to make administrative/procedural decisions and judgments.
  • Ability to investigate and analyze information and draw conclusions.
  • Knowledge of legal/judicial case file management and retention procedures and requirements.

Distinguishing Characteristics

    Position requires: a) analysis, editing, and abstraction of data from case files for release to requesting parties; b) following legal/judicial and department policies and procedures in the release of confidential medical investigations information; c) maintenance of logs, databases, and tracking systems; d) maintenance and management of records archives and archiving systems; e) participation in the development, documentation, maintenance, and enforcement of operating procedures for the handling of medical investigations records.

Conditions of Employment

  • Successful candidate must submit to post-offer, pre-employment physical examination and medical history check.

Working Conditions and Physical Effort

  • Light physical effort. Requires handling of average-weight objects up to 10 pounds or some standing or walking. Effort applies to no more than two (2) hours per day.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.
  • Will work in a death environment with occasional noxious odors.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 12/04/2022