Clerk, Medical Records (Hybrid)

Job Type: Full-time

Position Summary

The Medical Records Clerk works within the Central Processing Department and fulfills requests for medical records for patients joining the Practice. This position also obtains consent and communicates with outside facilities. It is a hybrid role requiring weekly in‑office days at the Carbondale Practice.

Reporting Relationships

Reports to the Data Manager. No staff report to this position.

Essential Job Duties and Functions

• Obtains and/or verifies that authorization for release of medical records has been obtained.
• Faxes documents to outside facilities.
• Communicates on an as‑needed basis with patients or outside facilities to obtain information on appropriate documentation requested.
• Verifies and files medical records.
• Reviews medical records for accuracy and files records in designated areas according to applicable EHR/EMR policies and procedures.
• Responds to requests for information from files according to established policies and procedures.
• Operates computer to retrieve data and file signed correspondence and reports.
• Answers calls from clinical staff pertaining to medical records.
• Complies with federal HIPAA regulations and practice policies for the privacy and security of patient information; explains the law and privacy policy to patients as needed; maintains appropriate documentation of access to medical records.

Requirements

• High school diploma or GED required.
• Previous experience working in a health‑care setting preferred.
• Experience with Medent or a comparable EMR system.
• Excellent verbal communication skills.
• Effective telephone skills: checks messages frequently, returns calls promptly, and uses professional telephone manners.
• Customer‑service orientation: places patients’ interests first and strives for patient satisfaction.
• Buy‑in and experience working in the EOS® model (strongly preferred).
• Mission‑oriented; represents the enterprise professionally while demonstrating organizational pride.
• Strong attention to detail to ensure no errors in processing medical records.
• Ability to work independently with limited supervision.
• Ability to work flexible hours, including evenings, weekends, and holidays.
• Maintain patient confidentiality and professional standards as established by HIPAA.
• Maintain positive, professional office relationships.