Dana-Farber Cancer Institute Patient Records Specialist in Boston, Massachusetts

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.


The Medical Records Specialist will be responsible for the effective coordination and organization required for quality patient information and records for multiple disease centers. Records Specialists will provide administrative support and coordination for aspects of patient care for new patients. This role requires excellent organizational skills, attention to detail, and comfortability with multitasking, all coupled with a background in clinical knowledge, either through education and/or prior job experience.


  • Appropriately arranges resources and materials to support the patient experience and visit for new patients, i.e. review and organize medical records, coordinate receipt of tissue, ensure.

  • Uses electronic tracking systems to thoroughly document progress in retrieval of pertinent patient materials.

  • Uses standard processes and protocols to monitor and follow up with patients, hospitals, and other parties on materials status.

  • Collaborates with fellow Records Specialists to ensure seamless coverage and task management in times of full and partial staffing levels.

  • Maintains standard communication with DFCI clinical and support staff with regards to status of patient materials.

  • Assists in processing paperwork and completing administrative tasks associated with clinical care including managing materials requests, orders, and records uploading

  • Responds to emails and manages other requests, as appropriate for new patients. This includes the responsibility to relay detailed clinical information provided by patients, internal/external providers, and others such as staff from ancillary services.

  • Resolves problems independently, ensures continuous communication with New Patient Coordinators, and appropriately escalates issues to management.

  • Possesses a level of independence requiring knowledge of multiple disease specific programs.

  • Recognizes emergencies and appropriately responds using standard operating procedures and critical thinking skills.

  • Is able to comprehend and implement new concepts or modifications to processes requests quickly.

  • Ensures quality clinical care and adherence to standard operating procedures and compliance requirements.


  • Bachelor’s Degree required

  • 2+ years of administrative experience recommended, preferably in the medical field


  • Ability to function as an integral member of a team

  • Excellent communication, organizational, time management, and customer service skills

  • Strong attention to detail

  • Ability to multi-task and problem solve on the spot

  • Excellent phone etiquette

  • PC proficiency

  • Knowledge of medical terminology is preferred


No supervisory responsibilities.


Yes, although majority of responsibilities are clerical/administrative.


Ability to operate computer, keyboard, telephone system, fax machine, and standard office equipment required. While performing the duties of this job, the employee is occasionally required to stand, sit, walk; use hands to handle objects and office supplies, reach with hands and arms. External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.


Physical Demands



External and internal applicants, as well as position incumbents who become disabled as defined under state or federal law, must be able to perform the essential job functions (as listed within the job description) either unaided or with the assistance of a reasonable accommodation.


The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities. This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

Job ID: 2017-6752

Grade: 18