Medical Records Clerk

Reporting to the Patient Support Services Supervisor the medical records clerk is responsible for filing, organizing, and retrieving patient records, both paper and electronic files. The daily activities involve patient administration / discharge and keeping track of patients medical history and test results, all while working closely with insurance companies. They handle patients’ files and making sure their information is transferred and stored properly.

Responsible for collecting patients’ personal information, like their medical history and demographics. Medical Record Clerks have a strong knowledge of laws and regulations in order to legally issue medical files to the allotted people and agencies. Medical Records Clerks must also have advanced understanding of the organizations policies and procedures to properly keep accurate records. They must also make sure patients’ paperwork, reports and charts are all completed correctly and efficiently.

When they have all of the appropriate documents and forms gathered, they will provide these to the providers on staff. The following statements for this position reflect only some specific responsibilities and are considered necessary to describe the principal functions of the job as identified and shall not be considered a detailed description of all duties required that may be inherent in the position: Organize, maintain, and update patient medical records in accordance with healthcare regulations and hospital policies.

Accurately enter patient information into electronic health record (EHR) systems and ensure all data is current and complete. Adhere to HIPAA regulations and other privacy laws to protect patient information and maintain confidentiality. Ensure that medical release forms are properly completed and signed before releasing any patient information or records. Review, scan, and file medical documents such as lab reports, discharge summaries, and treatment notes.

Respond to requests for patient information from healthcare providers, insurance companies, and authorized personnel in a timely manner. Prepare medical charts for patient appointments, ensuring all necessary documentation is included. Assist with internal and external audits by providing requested documentation and supporting information, as needed. Verify the accuracy of patient information and resolve discrepancies in medical records.

Assist patients with requests for their medical records, explaining the process and ensuring compliance with legal requirements. Work closely with healthcare professionals to ensure the seamless flow of information and maintain the integrity of patient records. Medical records are accurately maintained and accessible while protecting patient confidentiality and complying with legal standards. Complete clerical duties including answering phones, responding to emails, and processing patient records.

Send and receive information via fax machine, e-fax, secure lines, etc. Adhere to HIPAA regulations and other relevant laws to protect patient privacy and confidentiality in all communications. Perform other duties as assigned by the executive leadership and administration.