Health Records Clerk

Job Description

Primary Accountability

The Health Record Clerk is responsible for supporting all health record management activities for Family HealthCare Network.

Description of Primary Responsibilities

1. Responds to requests for health records and dental information.
   1. Provides assistance to patients, family members, legal guardians/representatives, referral sources, etc. who request assistance with records requests or other information in accordance with federal, state, and FHCN guidelines.
   2. Receives authorizations for release of records and determines HIPAA compliance; returns noncompliant authorizations to requesters, follows HIPAA privacy and confidentiality regulations at all times.
   3. Responds to phone inquiries and patients who present in person on the status of health records requests, including assisting patients with completion of authorization forms for release of information.
   4. Ensures requests are completed accurately and meet all FHCN and state-mandated requirements.
   5. Coordinates with outside copy services, schedules copy/retrieval appointments, in accordance with required time frames.
   6. Verifies patient demographic information and facilitates corrections according to procedures.
   7. Maintains and operates a variety of health record indexes, storage, and retrieval systems.
   8. Ensures subpoena requests are completed in accordance with the timeframes presented on the document.
   9. Collects fees for subpoenas (and some medical releases) and forwards to finance daily.
2. Responsible for supporting health care scanning and indexing activities.
   1. Processes and properly stores health documents in the electronic health record system.
   2. Performs quality reviews of scanned images to ensure the integrity of information by reconciling documents available on paper to imaged counterpart.
   3. Forwards scanned documents (through EMR) for review and signature by provider staff.
   4. Closes referrals and other orders based on received consultation reports.
   5. Updates Clinical Decision Support System (CDSS) based on received consultation reports.
   6. Retrieves documents from hospitals' records systems and transfers to FHCN's electronic health record.
3. Addresses issues of health records as they arise and makes decisions to appropriately resolve the issues.
   1. Verifies authorization and prioritizes records requests. Problem solves record locations, while performing excellent customer service for internal and external customers.
   2. Includes appropriate people in the decision-making process.
   3. Makes timely decisions.
4. Responsible for adhering to the Attendance and Absenteeism Policy, recognizing that regular attendance is considered an essential function of all FHCN positions. Absenteeism is not being at work or failing to attend a paid workshop, training, or event unless the absence is protected by law.
5. Ability to present to and work at any FHCN location, both at the beginning of a shift or during a shift, based on business need.
6. Performs other duties as assigned.

Description of Primary Attributes

Professional & Technical Knowledge:

Effective June 1, 2026, all individuals hired into the role must:

1. Must have proof of completion of high school with a minimum overall GPA of 2.5 or completion of General Educational Development (GED) with a minimum overall score of 162.5.
2. If an individual has completed a degree at a higher level than required by the role and had a stronger GPA in that program, they may provide proof of GPA from that degree in lieu of the high school diploma.
3. Have a minimum of two years of experience and knowledge of medical records, processes, and practices.

Technical Skills:

1. Ability to prepare basic correspondence and simple reports in Microsoft Word.
2. Ability to use Microsoft Excel to create tables and simple displays of information.
3. Ability to create basic presentations in Microsoft PowerPoint.

Licenses & Certifications: None required.

Communications Skills:

1. Job duties require the employee to effectively communicate routine or non-technical information to co-workers and others.
2. Effectively communicates written information (including electronic correspondence) and verbal presentations.

Physical Demands: The physical demands described here in this job description are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this position, the employee is regularly requires to sit and use repetitive hand movement to type and grasp. The employee is frequently required to stand or walk; and occasionally lift and/or move up to 20 pounds.

Pay Scale:

Min Hourly Rate: $21.00

Max Hourly Rate: $28.60