Position Summary

The Medical Records Clerk is responsible for maintaining, organizing, and processing patient medical records in accordance with practice policies, HIPAA regulations, and applicable healthcare standards. This role supports providers, clinical staff, and patients by ensuring timely and accurate handling of medical records requests, documentation, and record management.

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Essential Duties & Responsibilities

• Process incoming and outgoing medical records requests in a timely manner
• Maintain confidentiality and security of patient health information in accordance with HIPAA guidelines
• Scan, upload, index, and organize patient records within the electronic medical record (EMR) system
• Respond to patient, provider, and third-party requests for records, imaging, sleep studies, referrals, and other documentation
• Monitor and manage medical records message pools and work queues daily
• Ensure records are complete, accurate, and properly documented in the EMR
• Verify appropriate authorizations and releases prior to releasing protected health information
• Coordinate with clinical and front office staff to obtain missing documentation when needed
• Assist providers and staff with locating records and supporting continuity of patient care
• Handle incoming faxes, records requests, and outside medical documentation
• Maintain organized filing systems for electronic and/or paper records as applicable
• Follow established workflows and turnaround expectations for records processing
• Assist with audits, compliance reviews, and quality improvement initiatives as requested
• Provide excellent customer service to patients, providers, and outside facilities

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Knowledge, Skills & Abilities

• Knowledge of HIPAA and patient confidentiality requirements
• Strong organizational and time management skills
• Ability to prioritize tasks and manage multiple requests simultaneously
• Strong attention to detail and accuracy
• Professional verbal and written communication skills
• Ability to work independently and as part of a team
• Proficient computer and data entry skills
• Familiarity with EMR systems preferred (eClinicalWorks/eCW preferred)
• Ability to maintain professionalism in a fast-paced healthcare environment

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Education & Experience Requirements

• High school diploma or equivalent required
• Previous medical office or healthcare administrative experience preferred
• Experience handling medical records, referrals, authorizations, or EMR systems preferred
• Knowledge of medical terminology preferred

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Physical Requirements

• Ability to sit, stand, and walk for extended periods
• Ability to lift and carry files or office supplies up to 20 pounds
• Frequent use of computers, phones, and office equipment

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Work Environment

This position operates in a professional medical office environment and requires frequent interaction with patients, providers, and staff while maintaining confidentiality and professionalism at all times.

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Additional Expectations

• Maintain reliability and punctuality
• Demonstrate professionalism and teamwork
• Adapt to workflow and operational changes as needed
• Support practice goals through effective communication and organization