Medical Records Clerk/Patient Services Support

Why Join WSNM

At Women’s Specialists of New Mexico, we believe exceptional patient care starts with a strong, supported team. For more than 50 years, WSNM has served women and families throughout New Mexico, and our employees are an important part of that legacy.

As a Medical Records Specialist/Patient Services Support, you will have the opportunity to develop experience in both Medical Records and Patient Services while working as part of a collaborative healthcare team.

Position Summary

The Medical Records Specialist/Patient Services Support is primarily responsible for supporting the Medical Records function of the practice, with cross-training and coverage responsibilities within Patient Services/front desk operations.

This position performs routine medical records and administrative tasks, including scanning, indexing, filing, routing, and maintaining patient documentation in the EMR. The position also provides front desk coverage as needed, including patient check-in/check-out, scheduling, insurance verification, and collection of payments.

The ideal candidate is organized, detail-oriented, dependable, comfortable handling confidential information, and able to work effectively in a busy medical office environment. This role contributes directly to an efficient patient experience through accuracy, timely follow-through, teamwork, and professional, compassionate service.

Key Responsibilities

Medical Records

• Scan, upload, index, and electronically file medical records and other patient documentation in the EMR.
• Sort and route incoming electronic faxes and medical records to the appropriate department or staff member.
• Assist with filing laboratory results, ultrasound reports, consultation records, hospital records, and other clinical documentation.
• Assist with routine medical records requests and conversion of paper charts to electronic records.
• Maintain organized and accurate electronic and paper records.
• Escalate complex, sensitive, or specialized records requests to the appropriate staff member or supervisor.
• Provide additional Medical Records support during periods of increased workload or staffing needs.

Patient Services / Front Desk Support

• Provide front desk coverage as assigned.
• Greet patients and perform accurate check-in and check-out.
• Verify and update demographic and insurance information.
• Schedule follow-up appointments and enter recall information.
• Collect patient payments and balance daily collections.
• Review OB and surgery contracts and obtain required documentation.
• Communicate professionally and compassionately with patients, coworkers, outside medical offices, and vendors.
• Assist with mail, courier deliveries, and other routine office duties.
• Travel to other practice locations as needed to provide coverage.

HIPAA & Confidentiality

• Protect the privacy and security of patient information and protected health information (PHI).
• Follow HIPAA requirements and all practice policies and procedures.
• Access and disclose patient information only as necessary to perform assigned job duties.
• Report privacy or confidentiality concerns according to established procedures.

Qualifications

• High school diploma or equivalent required.
• Previous medical office, medical records, or front desk experience preferred.
• Experience with EMR and practice management systems preferred.
• Strong computer, organizational, and communication skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize tasks and work independently and as part of a team.
• Professional and compassionate communication with patients, coworkers, and outside offices.
• Ability to maintain patient confidentiality and comply with HIPAA requirements.
• Willingness to cross-train and provide support to Patient Services/front desk as needed.

Performance & Service Expectations

• Demonstrate reliability, accuracy, professionalism, teamwork, and consistent follow-through.
• Support a positive patient experience by communicating with empathy, respect, and professionalism.
• Take ownership of assigned responsibilities and ask questions or escalate concerns when clarification or additional support is needed.
• Adapt to changing workflow and staffing needs while maintaining quality, confidentiality, and service standards.

Work Environment & Physical Requirements

• Full-time, fully in-person position.
• May require travel between practice locations.
• Ability to sit and stand for extended periods and perform routine office activities, including walking, bending, reaching, lifting, and repetitive computer/office equipment use.
• Ability to lift and carry up to 25 pounds.

The duties listed above are intended to describe the general nature of the position and are not an exhaustive list of all responsibilities. Duties may be modified as needed to meet the needs of the practice.