Medical Records Clerk

Job Summary: The Medical Records Clerk is responsible for accurately managing and maintaining patients’ health records and medical histories in compliance with HIPAA and facility policies. Key responsibilities include processing requests for medical records, conducting audits to ensure completeness and accuracy, gathering and filing patient information, and supporting the preparation of discharge and procedural documentation. The Medical Records Clerk ensures timely access to records for patients, physicians, and other authorized personnel, while maintaining confidentiality and promoting high standards of customer service.

Essential Duties and Responsibilities:

• Reviews requests for medical records and determines appropriate release in compliance with HIPAA (Health Insurance Portability and Accountability Act) guidelines. Retrieves patient information from electronic, off-site, and physical records as needed.
• Responds to phone inquiries regarding medical record requests and resolves related issues in a timely manner.
• Assists walk-in customers requesting medical records and accurately logs request details into the database.
• Processes and prioritizes requests from physician offices; ensures timely transmission of records (e.g., via fax or secure methods).
• Scans and uploads medical records and supporting documentation into the electronic health records system.
• Compiles and organizes patient records in a consistent, accurate, and standardized format.
• Audits patient charts to ensure documentation is complete, accurate, and legible; routes incomplete records for correction and performs follow-up audits.
• Maintains logs to track the movement and status of patient charts.
• Files completed charts in a timely manner and notifies appropriate departments of incomplete charts approaching required deadlines.
• Performs quarterly inventory and purging of medical records for off-site storage in accordance with retention policies.
• Retrieves and uploads required documentation (e.g., history & physical reports, operative reports, images) to ensure chart completion prior to and after procedures.
• Prepares and organizes charts for Medical Executive Committee quarterly reviews.
• Generates and sends monthly complication reporting logs to physicians to support quality and compliance initiatives.
• Provides professional, courteous service to patients, physicians, and staff, maintaining a strong customer service focus.
• Responds to customer needs efficiently and effectively, ensuring a positive experience.
• Provides front desk coverage during staff shortages, including absences due to illness, vacation, or workload backlogs.
• Manages workflow across assigned sites to maintain productivity and quality standards.
• Adjust work assignments to accommodate peak periods, staff absences, and vacancies.
• Handles and records cash payments for record requests at designated locations, ensuring accuracy and accountability.
• Review existing policies and procedures and recommend improvements to management.
• Supports billing operations, including anesthesia billing, to ensure accurate and timely processing.
• Ensure compliance with all facility policies and procedures.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Demonstrates proficiency using computer applications.
• One or more years’ experience entering data into computer systems.
• Demonstrates the ability to work independently and meet production goals established by MRO.
• Strong verbal communication skills; demonstrated success responding to customer inquiries.
• Demonstrates success working in an environment that requires attention to detail.
• Proven track record of dependability.
• Knowledge of medical terminology is a plus.
• Knowledge of HIPAA regulations are preferred.

Education, Licensure and Experience

• High School Diploma/GED required.
• One or more years’ experience entering data into computer systems.
• Prior work experience in Release of Information in a physician’s office, surgery center, or HIM Department is preferred.

Pay rate

$22.00 | $26.70 | $30.00