Medical Records Clerk

The Medical Records Clerk is responsible for processing health information and medical records under the supervision of the Health Information Management Director or designated supervisor. This role involves collecting, delivering, retrieving, and preparing medical records to support patient care and departmental functions. The Medical Records Clerk ensures accuracy, confidentiality, and compliance with HIPAA regulations while assisting staff and maintaining organized records management. Responsibilities:

• Process health information and medical records as directed by the HIM Director or supervisor.
• Collect, deliver, and retrieve hard copy medical records for patient care needs.
• Pick up discharged patient records from nursing units, ambulatory surgery center, and emergency department.
• Locate and follow up on missing medical records.
• Prepare, scan, and file medical records and loose reports accurately.
• Prepare documents for storage by scanning or boxing.
• Assist physicians and ancillary staff with health information requests.
• Answer telephones and direct calls to appropriate personnel.
• Log and track requested charts to ensure timely availability.
• Ensure correct face sheets and mounting sheets are included with records.
• Check, identify, and prepare original documents for scanning; perform quality checks on reports.
• Maintain and clean scanning equipment according to department policy.
• Adhere to daily production standards and department policies and procedures.
• Safeguard patient confidentiality in compliance with HIPAA and hospital policies.
• Assist with ongoing projects and other duties as assigned.
• Communicate effectively and courteously with staff and customers of all ages.
• Maintain an organized, safe, and neat work area.
• Demonstrate attention to detail, accuracy, and effective time management.
• Utilize basic computer and keyboarding skills efficiently.
• Assist in preparation of medical records for destruction as needed.
• Report free time to supervisor and seek additional work when available.

• Basic computer and keyboarding skills.
• Strong attention to detail and accuracy.
• Effective communication and interpersonal skills.
• Ability to maintain confidentiality and comply with HIPAA regulations.
• Organizational skills and ability to manage time effectively.

• Experience in medical records or health information management.
• Familiarity with scanning equipment and document management systems.
• Previous healthcare or hospital environment experience.

• Must adhere strictly to patient confidentiality and HIPAA compliance.
• Work environment requires handling sensitive and confidential information.
• May require occasional lifting or handling of record boxes and files.