Medical Records Clerk

Job Description

Job Description

Description Company Description:

UBMD Internal Medicine (UBMDIM) is the academic medical practice affiliated with the Jacobs School of Medicine and Biomedical Sciences at the University at Buffalo. The group includes 135 primary and specialty care physicians and 187 staff members working across 16 hospital and outpatient clinic locations. As the largest practice plan in the UBMD Physicians’ Group, UBMDIM plays a central role in adult medical care in the region. Its physicians provide patient care, teach future clinicians, and participate in research to advance treatment options. UBMDIM is closely connected to ongoing healthcare developments in the Buffalo area.

Role Description:

This full-time, on-site Medical Records Clerk role at our Williamsville, NY clinic. The Medical Records Clerk is responsible for organizing, maintaining, and updating patient medical records in accordance with clinic policies, privacy regulations, and health information standards. Daily tasks include filing and retrieving records, scanning and indexing documents, verifying the accuracy and completeness of patient information, and processing requests for medical records from patients, clinicians, and authorized third parties. The role also involves managing incoming and outgoing correspondence related to health information, answering phones, and assisting with front office clerical duties as needed. The Medical Records Clerk collaborates with clinical and administrative teams to support timely access to accurate patient information and ensure high-quality patient care.

Responsibilities Include:

1. Maintain scanning and filing of documents in an efficient manner.

2. Respond to fax requests, ensure patient records are sent to requested appropriate location(s) and chart maintenance.

Qualifications

1. Strong knowledge of medical terminology and basic health information management principles to accurately handle and interpret patient records.

2. Proficient phone etiquette and clear, professional communication skills for interacting with patients, clinicians, and external requestors.

3. Solid clerical skills, including filing, data entry, document scanning, and record organization, with high attention to detail and accuracy.

4. Ability to handle confidential information with discretion and comply with HIPAA and organizational privacy policies.

Comfort using electronic health record (EHR) systems and standard office software (e.g., email, word processing, spreadsheets).

5. Strong time-management and organizational skills, with the ability to prioritize multiple tasks in a fast-paced clinical environment.

6. High school diploma or equivalent required; additional coursework or certification in health information management or medical office administration is preferred.

7. Prior experience in a medical office, hospital, or health information department is beneficial but not required for highly motivated learners.

Benefits:

1. 401(k)

2. Dental insurance

3. Flexible spending account

4. Health insurance

5. Health savings account

6. Life insurance

7. Paid time off

• Please note that any offer of employment is contingent upon successful background check and drug screen.