Medical Records Scanning Clerk

Position Summary

The Medical Records Scanning Clerk is responsible for accurately preparing, scanning, indexing, and maintaining patient medical records in the electronic health record (EHR) system. This role ensures all documents are properly digitized, organized, and accessible while maintaining strict confidentiality and compliance with healthcare regulations.

Key Responsibilities

• Prepare medical records for scanning by sorting, organizing, and removing staples or bindings
• Scan patient documents into the EHR system with a high level of accuracy and efficiency
• Index and label scanned documents correctly to ensure easy retrieval
• Perform quality checks to ensure all scanned images are clear, complete, and properly oriented
• Maintain confidentiality of patient information in accordance with HIPAA guidelines
• Retrieve and refile records as needed
• Review and prepare H&P documents for scheduled procedures
• Train new staff on scanning guidelines
• Identify and report any discrepancies or missing information in medical records
• Avoidance of record retention, storage, and destruction processes per policy
• Collaborate with clinical and administrative staff to ensure timely document processing
• Maintain scanning equipment and report technical issues as needed

Qualifications

• A high school diploma or equivalent is required
• Prior experience in a healthcare or medical records environment is preferred
• Familiarity with electronic health record (EHR) systems is a plus
• Basic computer skills, including data entry and document management systems
• Strong attention to detail and organizational skills
• Ability to handle sensitive information with discretion
• Effective time management and ability to meet deadlines
• Skills & Competencies:
• Accuracy and attention to detail
• Strong organizational skills
• Ability to work independently and as part of a team
• Broad problem-solving skills
• Good communication skills

Requirements

• In hospital administrative office
• Prolonged periods of sitting and working at a computer
• May require occasional lifting of file boxes (up to 25 lbs)

Schedule

• Full time
• Monday - Friday hours 6:00 am to 6:00 pm