Medical Records Clerk

About This Role

The Medical Records Clerk plays a vital role in maintaining the accuracy, completeness, security, and timely flow of patient health information throughout the organization. This position supports daily chart management, record requests, physician documentation follow-up, regulatory reporting, audits, and coordination between departments. The ideal candidate is highly organized, detail-oriented, able to manage multiple priorities, and committed to patient confidentiality and regulatory compliance.

Responsibilities

• Collect paperwork daily from Med/Surg, Surgery, ER, Clinic, and other departments
• Separate charge sheets, DJOs, and supporting documentation; route items to Billing or Procurement as needed
• Review records for signatures, dates, labels, and completeness
• Scan documents into the EMR and organize paper records for retention or shredding
• Follow up on incomplete or unsigned documentation and update daily tracking reports
• Review new and outstanding visits to confirm required documentation is complete
• Forward completed visits to Coding for claim processing
• Document deficiencies in tracking logs and patient accounts
• Send reminder emails or follow-up notices for missing items
• Monitor unresolved visits until completion
• Monitor fax, email, voicemail, and request folders for incoming record requests
• Process and fulfill authorized requests in a timely manner
• Maintain accurate logs of disclosures and completed requests
• Ensure all releases comply with HIPAA and privacy regulations
• Communicate with requestors regarding status or needed information
• Review DJOs for signatures, labels, provider information, and required details
• Add diagnosis codes and verify insurance coverage when needed
• Scan completed forms into the patient chart
• Prepare supporting records, face sheets, and insurance information for vendors
• Transmit, track, and file completed orders
• Enter and prepare birth certificate information for parent signatures
• Verify medical details after discharge for accuracy
• Finalize records in the applicable system and submit required forms
• Process paternity documentation as needed
• File completed birth records securely
• Review accounts in the claims worklist for documentation issues
• Resolve chart deficiencies that delay billing or claim submission
• Coordinate with Billing and Coding to clear holds
• Update account notes and tracking tools
• Assist with timely claim readiness
• Gather data and complete monthly Medical Staff reports