Medical Records Document Sorter

Job Description

Job Description

Description

*MUST LIVE IN OR NEAR BATAVIA, NY OR ROCHESTER, NY*

Position Summary:

The HIM Records Management Specialist under the direction of the Manager of Document Lifecycle Management is responsible for the overall integrity of document scanning/indexing/corrections, forms control and inventory management, and organizational document storage, archiving and destruction.

Duties and Responsibilities:

• Ensures medical records maintain quality, accuracy, accessibility and security in both paper and electronic systems.

• Prepares medical records for imaging according to scanning policies and procedures.

• Scans documents into appropriate systems in accordance to department scanning policies.

• Indexes scanned documents according to department policies and data integrity guidelines.

• Conducts quality check upon the scanning and indexing of medical records.

• Conducts imaging audits to ensure scanning procedures and guidelines are upheld.

• Performs quality control audits to ensure compliance with established privacy and clinical care guidelines, proper usage of clinical systems and data, and the accuracy, completeness and quality of medical records.

• Insures any document flagged for correction is prioritized, reviewed for accuracy, and corrected according to department scanning policy.

• Works collaboratively with the scanning/indexing vendor on the correction of errors.

• Requests paper charts from off-site storage in a timely and efficient manner. Tracks and ensures all paper chart requests are received, and subsequently returned to the off-site storage vendor.

• Understands federal, state and organizational destruction guidelines.

• Ensures established business document and medical record retention and destruction policies and guidelines are followed.

• Participates in cross coverage support of other function based areas as needed and at the discretion of the manager.

Job Responsibilities:

• Go to sites with team and collect paper medical record charts for indexing.

• Once looking through paper charts, determine if falls under destruction category or able to be indexed.

• Separate not appropriate sections.

• Collect the “destruction” pile of charts for the destruction team to take away and destroy.

• Collect the charts able to be indexed and sort onto pallets for transporting.

• Once transported to location then data entry begins placing info into e-files.

Skills

Judgement, Detail, Administrative support, data warehouse, data entry, Records management, organizational and management skills

Additional Skills & Qualifications

eHealth information technology experience is a bonus. Knowledge of medical terminology, billing, and organization

Data entry - HIM clerks are responsible for entering large amounts of patient data into electronic databases. They must do this without making a significant number of mistakes

Basic computer skills - HIM clerks should know how to send emails, install and uninstall software programs, use a word processor, and browse the internet for information

Organization skills - since HIM clerks work with a large number of files and information, they should be able to stay organized at all times

Communication skills - excellent written and verbal communication skills are needed to become a HIM clerk.

Experience needed:

• Basic math skills to add and label boxes sequentially

• Attention to detail

• HIPAA regulation familiarity

• Able to lift 40lbs.

• Data entry skills

• Warehouse experience

Experience Level

Entry Level

This is a Contract to Hire position based out of Batavia, NY.

The pay range for this position is $18.50 - $18.50/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Batavia,NY.

This position is anticipated to close on Jun 19, 2026.

We're partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. That's the power of true partnership. TEKsystems is an Allegis Group company.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

We’re a leading provider of business and technology services. We accelerate business transformation for our customers. Our expertise in strategy, design, execution and operations unlocks business value through a range of solutions. We’re a team of 80,000 strong, working with over 6,000 customers, including 80% of the Fortune 500 across North America, Europe and Asia, who partner with us for our scale, full-stack capabilities and speed. We’re strategic thinkers, hands-on collaborators, helping customers capitalize on change and master the momentum of technology. We’re building tomorrow by delivering business outcomes and making positive impacts in our global communities. TEKsystems and TEKsystems Global Services are Allegis Group companies. Learn more at TEKsystems.com.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.