Medical Records Clerk

Position Title: Medical Records Clerk / Medical Records Specialist (Scanning)

Department: Medical Records – Health Information Management

Location: New York, NY 10029

Tentative Start Date: 11/16/2026 - 01/09/2027

Duration: 7+ Weeks contract with strong possibilities of extension

Schedule: 9:00 AM-5:00 PM

Duties:

• Assemble medical record documents following established guidelines.
• Answer phones.
• Ensure year band is placed in all medical records for appointments and open medical record for new patient.
• File medical records in terminal digit order and open additional volumes as needed.
• Pull and prepare medical records for next day appointments.
• Pull and file x-ray films as needed.
• Print daily pull slips, progress notes, and other daily forms.

Summary:

• 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

Top 3 Non-Negotiable Skills:

• 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

Preferred Skills:

• Prior HIM or document imaging experience in a hospital setting
• Familiarity with Epic
• Knowledge of medical terminology

Candidate Persona (background, behaviors):

• HS diploma and 1+ year of experience working directly with paper medical records
• Proven accuracy in data entry and comfort with repetitive detail work
• Ability to maintain strict confidentiality
• Ability to lift and carry record boxes up to 25 lbs
• Ability to stand, bend, and reach for extended periods

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
• High school diploma or equivalent

Required Skills:

• Medical record assembly
• Medical record filing
• Excel
• Detail oriented
• Administrative tasks

Additional

• Excellent typing
• phone handling
• x-ray film handling

EEO: “Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”