Medical Records Clerk

Medical Records Clerk

Prepare, scan, and index legacy paper medical records into the electronic health record as part of a department-wide effort to eliminate paper. The role requires working knowledge of how a paper medical record is organized and the ability to identify document types on sight, along with solid typing, data entry, and spreadsheet skills.

Key Responsibilities:

• Prep records for scanning: remove staples and clips, repair torn pages, sort and batch by document type
• Identify and separate document types within a paper chart, including face sheets, H&Ps, operative reports, progress notes, nursing documentation, orders, consents, lab and imaging results, and discharge summaries
• Scan records at production volume and verify image quality, orientation, page counts, and completeness
• Index each document to the correct patient, encounter, date of service, and document type
• Review scanned output for errors and rescan or reindex as needed
• Enter and maintain batch, volume, and exception data in tracking spreadsheets
• Flag illegible pages, missing documents, and misfiled material to the supervisor
• Handle all protected health information in accordance with HIPAA and hospital policy

Skills:

• One year experience
• Required Qualifications:
• 1+ year of experience working directly with paper medical records
• Demonstrated ability to recognize and correctly classify medical record document types
• Typing speed of 40 WPM or better with high accuracy
• Working proficiency in Excel, including entering data, sorting, and filtering
• Proven accuracy in data entry and comfort with repetitive detail work
• Ability to maintain strict confidentiality
• Preferred:
• Prior HIM or document imaging experience in a hospital setting
• Familiarity with Epic
• Knowledge of medical terminology
• Physical Requirements:
• Ability to lift and carry record boxes up to 25 lbs
• Ability to stand, bend, and reach for extended periods
• Education:
• High School Diploma/ GED
• Languages:
• English (Speak, Read, Write)