Medical Records Clerk - Temporary

West Central has an exciting opportunity available! We are looking for a detail-oriented, organized professional to support a critical records digitization project within our Medical Records department. This role is ideal for someone who takes pride in accurate, high-volume production work and can maintain consistent focus and quality over the course of a project-based assignment.

Duties include retrieving and preparing paper health records for scanning, indexing documents in our electronic health record system, performing quality review, and supporting compliant records destruction. This position requires strong attention to detail, comfort with repetitive tasks, and the ability to handle confidential health information with professionalism and discretion.

If you are someone who finds satisfaction in bringing order to complexity and contributing to an organization's mission through behind-the-scenes work that truly matters, we want to hear from you

Workload Management:

• Retrieves, organizes, and prepares paper health records for scanning according to established workflows and project timelines.

• Scans records accurately using designated scanning equipment, ensuring legibility and completeness of digital output.

• Indexes scanned documents in EchoVantage (EHR) in accordance with established naming and filing conventions.

• Performs quality review of scanned documents to confirm accuracy, completeness, and proper indexing prior to destruction.

• Prepares records for compliant destruction following applicable HIPAA and agency policies; documents destruction activity as required.

• Tracks daily production volume and reports progress to the Medical Records Technician and Director of Support Services on an established schedule.

• Reports to work on time and prepared to start working as scheduled. Notifies supervisor when unable to report no later than regular starting time.
• Submits weekly timesheet reflecting hours worked and time off accurately and within stated deadline.

Quality of Work:

• Identifies and escalates scanning errors, illegible records, or indexing discrepancies to the supervisor in a timely manner.

• Follows agency and departmental procedures for handling, storing, and destroying confidential health information.

• Complies with Agency health and safety rules that may include attendance in safety training(s), participates in drills, familiarity with workplace practices, and maintains a safe work area.

Training Outcomes & Development:

• Maintains accurate knowledge and demonstration of office operations procedures.
• Participates in all training as represented in the employee's most recent training/development plan.
• Accesses and utilizes agency resources on the Intranet to include eV, payroll, timekeeping, benefits, policies, etc.

Communications & Customer Service:

• Answers phones in a timely and professional manner, routing calls appropriately and accurately.
• Notifies Director of Support Services immediately of confidentiality breaches and record information sent to wrong location and/or recipient.
• Represents the agency effectively and conducts themselves professionally within meetings with internal and external participants.
• Provides courteous, respectful and prompt service to both internal and external customers at a quality level that meets or exceeds the standards set forth by the Agency Policy #214 Customer Service Policy.
• Regularly attends all required meetings and participates in a manner that is value-added to the specific meeting objectives.

Initiative and Engagement:

• Informs supervisor of questions and concerns and communicates possible recommendations and solutions.
• Follows agency policies and procedures and best-practice standards.

Professionalism/Leadership:

• Promotes positive relationships and work environment through courteous, clear and effective communication.
• Provides courteous, helpful, timely, and respectful service to those they serve, both within West Central and to clients and members of the community at large.
• Maintains client, employee and agency confidentiality standards as outlined in Agency Policy #208 Confidential Information Policy.

Essential Requirements:

Education: High School Diploma or GED

Experience:

• Prior experience in an office, records management, or healthcare administrative setting preferred.

Required Skills:

• Strong attention to detail and accuracy in data entry and document handling.

• Ability to work independently and maintain consistent productivity over the duration of a project-based assignment.

• Comfort with repetitive, high-volume production work.

• Basic computer proficiency in Microsoft Office; ability to learn EchoVantage, UKG, and scanning software through on-the-job training.

• Ability to handle confidential information with discretion and in compliance with HIPAA requirements.

• Strong organizational skills and ability to maintain orderly tracking of work product.

Preferred Skills:

• Experience with document scanning equipment or digital records management systems.

• Prior experience in a behavioral health, medical, or human services environment.

• Familiarity with EchoVantage or similar electronic health record systems.

Physical Requirements:

• Ability to lift, push, and/or pull up to 30 lbs. (boxes of paper records).

• Ability to sit or stand and perform repetitive scanning and data entry tasks for extended periods.

Education:

• High School Diploma or GED

Experience:

• Prior experience in an office, records management, or healthcare administrative setting preferred.

Required Skills:

• Strong attention to detail and accuracy in data entry and document handling.

• Ability to work independently and maintain consistent productivity over the duration of a project-based assignment.

• Comfort with repetitive, high-volume production work.

• Basic computer proficiency in Microsoft Office; ability to learn EchoVantage, UKG, and scanning software through on-the-job training.

• Ability to handle confidential information with discretion and in compliance with HIPAA requirements.

• Strong organizational skills and ability to maintain orderly tracking of work product.

Summary

Be a part of our team!

West Central provides a generous benefit package including medical, dental and vision insurance, 403(b) retirement plan with employer matching, life insurance, short- and long-term disability, critical illness, accident insurance, pet insurance, tuition reimbursement, local discounts, paid holidays and paid time off!

Ask us about creative work schedules, remote/hybrid work, full time/part time, geographic options, different shifts, job sharing, even cross-functional work to keep things interesting!

We are committed to continuous improvement of our employees. We provide ongoing education through e-Learning, in-service programs presented by internal staff and external presenters. CEUs are available for most in-service programs.

Loan Repayment Program: As a nonprofit organization providing services to underserved populations, you may be eligible to participate in the following loan assistance programs:

• Public Service Loan Forgiveness (PSLF)
• Agency Student Loan Assistance Program – eligible up to $10,000 over 3 years

For over forty years, West Central Behavioral Health, a community mental health organization, has dedicated itself to"...promote, preserve and strengthen the mental health and quality of life in our community.” To accomplish this, West Central has assembled a team of talented professionals. Working together toward a common goal, our staff served nearly 2,700 children, adolescents and adults last year.

We are an Equal Opportunity Employer, Veteran- and Recovery-Friendly Workplace!