MEDICAL RECORDS CLERK

General Statement of Responsibilities: The Medical Records Clerk is responsible for maintaining accurate, complete, and confidential patient medical records. This role performs a variety of clerical, filing, and record management duties, including preparing charts for upcoming appointments, auditing records for completeness, and responding to requests for medical information. Work is performed in an office environment and involves frequent interaction with physicians, staff, and other healthcare entities.

Knowledge, Skills, and Abilities:

• Knowledge of medical office procedures
• Basic arithmetic skills for simple calculations
• Proficiency in computer systems and standard office equipment including photocopier, fax, and label maker
• Ability to sort and file materials using alphabetical and numerical systems
• Ability to read, understand, and follow written and verbal instructions
• Strong organizational and attention to detail skills
• Ability to establish and maintain effective working relationships with staff
• Ability to perform repetitive tasks with accuracy
• Knowledge of medical terminology preferred

Essential Duties and Responsibilities:

• File reports daily in appropriate sections of patient charts and maintain proper chart order
• Maintain chronological order when placing reports in patient records
• Pull charts as requested for physician and staff review
• Pull charts for upcoming appointments and prepare for next-day visits
• Audit charts for next-day appointments and add required forms
• Review orders in charts and flag missing test results
• Organize charts alphabetically for next-day appointments by designated deadline
• Request charts from other offices or archives as needed
• Photocopy records with appropriate authorization
• Process requests for medical information promptly and accurately
• Answer telephone calls and respond to record-related requests
• Fax/email records to physician offices, hospitals, hospices, and other authorized entities
• Create and audit new patient charts
• Sort and store patient files appropriately
• Maintain confidentiality of all medical records in accordance with HIPAA guidelines
• Assist with archiving and storage of medical records
• Collect charts from designated areas throughout the day
• Assist with care and maintenance of department equipment and supplies
• Ensure all medical records are handled in accordance with organizational privacy and security policies
• Perform related duties as assigned
• Other duties as assigned

This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Responsibilities may change at any time based on organizational needs.

Physical Requirements:

• Frequent bending, stooping, and reaching
• Prolonged standing and walking
• Ability to lift and carry up to 50 pounds
• Manual dexterity required for filing and computer work

Qualifications and Experience:

• High school diploma or equivalent required
• General clerical experience preferred
• Previous medical office experience preferred

Work Environment: Work is performed in an office environment within the medical records area. The role involves repetitive tasks, frequent movement, and interaction with physicians, staff, and healthcare partners.

UTAH CANCER SPECIALISTS TRAINING REQUIREMENTS:

• Microsoft Suite Training
• Microsoft Outlook
• Teams
• Microsoft Word
• Microsoft Excel