Medical Records Clerk Job Description

Medical Records Clerk Job Description

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Medical records clerk provides information in a timely manner to meet needs of customer and to stay within designated HIPAA time frames for release of information.

Medical Records Clerk Duties & Responsibilities

To write an effective medical records clerk job description, begin by listing detailed duties, responsibilities and expectations. We have included medical records clerk job description templates that you can modify and use.

Sample responsibilities for this position include:

Any other office tasks as assigned by manager
Prepare patient charts
Purge records
File documents into closed charts
File documents into active records
Process and filing of all (new and existing) patient related records in medical charts
Review records for completeness, accuracy and compliance with regulations on a timely and ongoing basis
Participate as active member in chart review committee
Monitor the flow of patient's charts for daily appointments requests from other staff/departments
Establish system to secure confidentiality and tracking of charts when requested out of the medical charts room

Medical Records Clerk Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Medical Records Clerk

List any licenses or certifications required by the position: BLS, CPR, RHIT, CPSC, CPMSM, RHIA, CNA

Education for Medical Records Clerk

Typically a job would require a certain level of education.

Employers hiring for the medical records clerk job most commonly would prefer for their future employee to have a relevant degree such as Associate and High School Degree in Medical, Associates, Medical Terminology, Technology, Education, Health, Sciences, Graduate School, Faculty, Patient Care

Skills for Medical Records Clerk

Desired skills for medical records clerk include:

Policies & procedures and HIPAA regulations and to complete work in compliance of these and other standards
Release of Information standards
Current state laws regarding fee structure
HIPAA regulations facility policies and procedures in regards to release of information
Manager
Safety procedures to ensuring a safe work environment and reports safety concerns to Supervisor
Business English
Operations
Ability to develop correspondence
Good grammar and spelling skills

Desired experience for medical records clerk includes:

Enter data into computer system as directed by supervisor
Maintain equipment and order supplies as needed as approved by supervisor(s)
Participate in all departmental in-services and staff development activities
Accurately filing charts using an alpha system
Filing patient materials into the chart in a timely and accurate manner
Pulling and prepping the chart for all scheduled appointments

Medical Records Clerk Examples

1

Medical Records Clerk Job Description

Job Description Example
Our innovative and growing company is hiring for a medical records clerk. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for medical records clerk
  • With appropriate, signed request for information, copies records upon appropriate request for billing, legal services, or medical records requests
  • Request historical records from other organizations according to policy
  • Knows standards for medical records maintenance and ensures compliance with all state, federal, and Joint Commission requirements
  • Mail all Company correspondence
  • Organizational chart
  • Answer the telephone promptly and according to established procedures, utilizing the utmost courtesy and sensitivity
  • Demonstrate proper operation of the telephone, fax machines, copiers and computers
  • Creating and maintaining patient charts and assisting the medical staff with retrieving documents in an expedient fashion, Processing change of status and adjusting records accordingly
  • Archiving discharged records and maintaining archive area
  • Copying required documentation and forwarding to appropriate person for mailing
Qualifications for medical records clerk
  • One to two years previous experience in medical records
  • Or Bachelor's degree in Medical Records/
  • HSD/GED required
  • Previous hospital medical records experience a must
  • Additional education and training preferred such as Associates/Bachelors degree, training certification from a program such as Medical Office Administration
  • Minimum 2 years steady working experience in a customer service focused role, preferably in a medical office environment
2

Medical Records Clerk Job Description

Job Description Example
Our company is looking for a medical records clerk. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for medical records clerk
  • Storage chart retrieval as needed
  • Flexibility to help with any health information related task
  • Sends deficiency/delinquent letters regarding incomplete medical records of discharged patients to responsible physicians in accordance with the rules and regulations of the medical staff regulations
  • Pulls and delivers medical records for patient appointments as needed
  • Prints provider schedules and/or pulls cards from provider schedules
  • Maintains chart forms in proper order
  • Replaces outer folders as necessary
  • Replenishes forms in the appropriate section of the record
  • Purges inactive charts for storage with inactive files
  • Files lab reports/correspondence to the appropriate section of the medical record
Qualifications for medical records clerk
  • Knowledge of medical terminology, required procedures for releasing records, and knowledge of applicable privacy laws (Privacy Act of 1974, HIPPA, ) (desired)
  • Recent document management experience
  • Team player with ability to build and maintain relationships with cross-functional business partners, external partners, and others
  • Must be self-motivated, able to take initiative, and work independently with minimal oversight to meet timelines, strong follow-through skills and a solutions oriented attitude
  • Detail oriented, with the ability to organize and track information and documents
  • Communicate effectively with co-workers, patients, and medical staff
3

Medical Records Clerk Job Description

Job Description Example
Our growing company is hiring for a medical records clerk. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for medical records clerk
  • Collects all current and previous medical records of discharged patients from Nursing units within 24 hours of discharge daily
  • Collects loose filing for those discharged patient charts and inserts such filing in proper chart, maintaining a 98% accuracy rate
  • Combines current patient chart with any previous patient discharges for a unit record
  • Assembles discharged patient visits in appropriate chart order
  • Retrieves and delivers medical records to nursing units and/or Emergency Department in a prompt and professional manner
  • Analyzes/audits medical records of discharged patients for completeness and accuracy according to departmental and hospital policy and procedures and regulatory agencies
  • Responds to all routine fax requests within 24 hours of receipt
  • Photocopies, scans, indexes and archives medical records as appropriate for other areas within department as necessary (auditing, ROI, ...)
  • Retrieves medical records upon request for clinical review, audits, and assigned 'pull' lists according to policy and procedure
  • Reviews, researches missing information and interfiles all loose reports into appropriate chart for each discharge day located in inpatient staging area and processing
Qualifications for medical records clerk
  • Must be computer literate with good working knowledge of medical and insurance terminology
  • Shows initiative and enjoys working as a team in a fast paced environment
  • Previous experience as a Medical Records Clerk is a plus
  • Position is part-time, 20 hrs/wk but could develop into a full-time, 30 hr/wk
  • Managing patients files
  • Prepping medical charts
4

Medical Records Clerk Job Description

Job Description Example
Our growing company is looking to fill the role of medical records clerk. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for medical records clerk
  • Enters deficiency data into computer for physician completion according to policy as needed
  • Follows CPOE procedures including changing deficiency status as needed
  • Demonstrates a thorough understanding of the Incomplete Records and ITS routines in Meditech
  • Assists physician incomplete clerk with coordination of physician notification and suspension policy and procedures as needed
  • Demonstrates thorough understanding of the Meditech chart deficiency management application
  • Manage ROI database
  • Develop reports and audit findings
  • Adhere to disclosure standards and regulations (HITECH act and HIPAA)
  • Assists ED billing clerk or processes OBS charges as needed
  • Works under the direction of the HEDIS Clinical Lead and other clinical personnel
Qualifications for medical records clerk
  • This position is responsible for working independently to arrange appointments at physicians
  • Copies of all medical records must be legible and contain member identifying information, such as name and date of birth
  • This position also includes heavy phone/fax and filing duties to obtain medical records from physician offices and other assorted clerical functions of the project
  • All medical records that are copied or received via phone/fax must be kept confidential, in accordance with federal and local requirements, and maintained at the office
  • Requires local travel to provider offices
  • Must be able to transport at least 25lbs of weight and maneuver a portable copier in and out of a vehicle
5

Medical Records Clerk Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of medical records clerk. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for medical records clerk
  • Completes all scanning as needed
  • Gather necessary information for the Florida Quarterly AHCA State reporting
  • Additional administrative projects as requested
  • Uses discretion at all times to ensure patient confidentiality
  • Processes medical records requests from various sources
  • Assists with the annual review of stored records to facilitate the purge of inactive documents
  • May assist with rescheduling patient appointments
  • May assist with maintaining inventory and supplies
  • Assists with departmental mailings, including patient medical records
  • Responds request for medical records from attorneys, Social Security Administration, and other health care facilities
Qualifications for medical records clerk
  • Able to work in multiple computer software
  • Completion of a Health Information Technology program or Medical Administration program is strongly preferred
  • Knowledge of assigned program activities guidelines and processes
  • One year experience as a Unit Secretary in a hospital setting preferred
  • Pass Unit Secretary Test with a minimum score of 80%
  • General data entry and computer skills

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