Medical Records

The Medical Records - File Clerk is responsible for maintaining and organizing patient medical records, processing incoming documentation, and ensuring accurate and timely filing within the electronic medical record (EMR) system. This role manages incoming faxes, supports release of information requests, prepares patient records prior to appointments, and provides backup support for phone operations. The File Clerk ensures confidentiality and compliance with HIPAA at all times. 

Essential Duties and Responsibilities 

• Review charts and schedules for accuracy and completeness 

• Prepare charts and pull hospital records for scheduled appointments 

• Scan, file, and retrieve documents in the EMR system (NextGen) 

• File incoming medical records into patient charts promptly and accurately 

• Sort and distribute incoming faxes to appropriate fax queues and departments 

• Respond to medical record requests and process Release of Information (ROI) requests 

• Forward requests to third-party record service (MRO) when applicable 

• Maintain documentation logs for authorizations and releases 

• Communicate with physician offices and facilities to provide requested records 

• Answer incoming phone calls and direct to appropriate personnel 

• Provide backup support to the phone operator during breaks and absences 

• Maintain strict confidentiality and adhere to HIPAA regulations 

• Demonstrate working knowledge of general office duties and procedures 

• Perform other duties as assigned 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education 

• High School Diploma or equivalent 

Experience 

• Prior experience in a medical office, healthcare administration, clerical support, customer service, or telecommunications environment is preferred. 

Skills and Abilities 

• Proficient typing, filing, and general clerical skills. 

• Strong verbal, written, and telephone communication abilities with professional etiquette. 

• Excellent interpersonal skills and customer service abilities when interacting with patients, staff, and external partners. 

• Ability to maintain confidentiality, handle sensitive information, and remain calm and professional in all situations. 

• Strong attention to detail, accuracy, and organizational skills. 

• Effective problem-solving, decision-making, time-management, and multitasking abilities, including in fast-paced or noisy environments. 

• Basic proficiency with computers, word processing programs, EMR systems (NextGen preferred), and medical management software. 

• Ability to work independently with minimal supervision and collaboratively as part of a team. 

Language Requirement 

• Proficiency in reading, writing, and speaking English is required to perform essential job duties, including communicating with callers, routing critical information, interpreting written instructions, and ensuring patient and staff safety. 

• Bilingual abilities, (English and Spanish), are a plus. 

Licensure/Certification 

• None required. 

Physical and Mental Requirements 

• Frequent sitting with intermittent walking. 

• Occasional bending, stooping, and reaching as required for daily tasks. 

• Regular use of hands and fingers for typing, computer operation, and handling office materials. 

• Ability to regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. 

• Visual abilities including close, distance, and peripheral vision; depth perception; and the ability to adjust focus for reading documents and computer screens. 

• Work environment is typically quiet and professional but may become fast-paced with distracting noise levels due to phone activity. 

Competencies 

• Problem Solving: Identifies and resolves issues promptly; uses sound reasoning and judgment to address challenges effectively. 

• Customer Service: Responds promptly and professionally to patient, staff, and external requests; handles difficult or emotional situations with empathy and composure. 

• Interpersonal Skills: Maintains confidentiality; listens effectively without interrupting; manages conflict calmly and constructively; interacts respectfully with others. 

• Oral Communication: Speaks clearly and professionally in all situations; listens actively; seeks clarification when needed; responds appropriately to questions and concerns. 

• Judgment: Demonstrates sound and timely decision-making, including in fast-paced or sensitive situations. 

• Professionalism: Maintains composure under pressure; treats others with respect; accepts responsibility for actions; demonstrates reliability and ethical conduct. 

• Quality: Ensures accuracy, thoroughness, and attention to detail in all work; maintains high standards for documentation and workflow. 

• Attendance/Punctuality: Maintains consistent and timely attendance; ensures work responsibilities are covered when absent. 

• Dependability: Follows instructions; completes tasks on time; meets deadlines; delivers reliable and thorough work. 

• Initiative: Takes proactive action; seeks opportunities to assist others and improve processes; contributes positively to overall office operations. 

Salary : $15 - $17