Medical Records Clerk Job Description [Updated for 2025]

In the healthcare industry, the role of Medical Records Clerks is becoming increasingly crucial.

As the medical field continues to evolve, the need for organized individuals who can manage, maintain, and protect our patient records escalates.

But let’s delve deeper: What’s truly expected from a Medical Records Clerk?

Whether you are:

• A job seeker looking to understand the core responsibilities of this role,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the intricacies of a Medical Records Clerk’s duties,

You’re in the right place.

Today, we present a customizable Medical Records Clerk job description template, designed for effortless posting on job boards or career sites.

Let’s dive right in.

Medical Records Clerk Duties and Responsibilities

Medical Records Clerks perform various tasks related to maintaining and organizing medical records in a healthcare setting.

Their role is crucial in ensuring that healthcare providers have accurate and complete patient information.

Their duties and responsibilities include:

• Organizing and managing patients’ health information data
• Ensuring all medical records are accurate, complete, and up-to-date
• Using classification systems to categorize patient data for insurance reimbursement purposes
• Tracking patient outcomes for quality assessments
• Maintaining confidentiality of patient records as per legal and ethical requirements
• Assisting healthcare professionals to access patient files and records
• Using software to maintain digital records and to perform database management
• Responding to requests for patient information from authorized individuals
• Processing patient admissions and discharges
• Performing regular audits of the medical records to ensure they are complete and accurate

 

Medical Records Clerk Job Description Template

Job Brief

We are seeking a meticulous and organized Medical Records Clerk to join our healthcare team.

Your duties will include maintaining and organizing a system for patient records, ensuring accuracy and confidentiality of all data.

You will be also responsible for retrieving records for physicians or other medical personnel.

The ideal candidate will be detail-oriented, familiar with medical terminology and possess excellent communication skills.

 

Responsibilities

• Compile, verify accuracy and sort information to prepare source data for computer entry
• Review data for deficiencies or errors, correct any incompatibilities if possible and check the output
• Scan documents and print files, when needed
• Store completed documents in designated locations and ensure they are easily accessible for medical staff
• Retrieve electronic and physical health records as requested
• Ensure confidentiality and security of all medical records
• Maintain accurate patient data
• Communicate with physicians and other healthcare professionals to clarify diagnoses or to obtain additional information
• Perform regular backups to ensure data preservation

 

Qualifications

• Proven experience as a Medical Records Clerk or similar role
• Strong knowledge of medical terminology, coding and office procedures
• Experience with electronic health records (EHR) systems
• Proficient in MS Office and data entry
• Excellent organizational and multitasking skills
• Ability to maintain confidentiality of sensitive information
• High school diploma or equivalent; certification in medical administration is a plus

 

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Retirement plan
• Paid time off
• Tuition reimbursement

 

Additional Information

• Job Title: Medical Records Clerk
• Work Environment: Hospital or clinic setting. This position requires physical presence at the work site and involves a significant amount of contact with staff and patients.
• Reporting Structure: Reports to the Medical Records Supervisor or Office Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $28,000 minimum to $42,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Medical Records Clerk Do?

Medical Records Clerks work within the healthcare industry, usually in hospitals, private clinics, or other medical facilities.

Their main role is to manage and maintain patient records in a secure and efficient manner.

They are responsible for organizing, retrieving, and storing medical documents such as patient history, treatment records, diagnostic images, and laboratory reports.

Their job involves ensuring that these records are accurate, complete, and up-to-date.

Medical Records Clerks also need to ensure that all records are stored and handled according to legal and ethical requirements for patient confidentiality.

They may be responsible for using electronic health record (EHR) systems, and must be familiar with their use and functionality.

In addition, they often communicate with healthcare professionals and administrative staff to clarify diagnoses or to get additional information.

Moreover, they may also perform clerical tasks such as answering phone calls, scheduling appointments, or assisting patients with medical forms.

In some cases, they may have to transcribe medical reports.

Overall, the job of a Medical Records Clerk is crucial for maintaining the smooth operation of healthcare facilities and ensuring the provision of high-quality care to patients.

 

Medical Records Clerk Qualifications and Skills

Medical Records Clerks play a vital role in managing and organizing health information data.

They should possess the following skills and qualifications:

• Data Entry Skills, as they will be responsible for entering patient information into electronic health records accurately and efficiently.
• Knowledge of medical terminology, as they will be dealing with medical records and need to understand the terms and abbreviations used in these records.
• Attention to detail is critical, as they must ensure that data is recorded correctly and all medical records are kept up-to-date and accurate.
• Organizational skills to manage large amounts of data and keep all patient records in order.
• Interpersonal skills for interacting with healthcare professionals, insurance companies, and patients.
• Confidentiality is crucial, as they will be dealing with sensitive patient data. They must adhere to ethical standards and laws around patient privacy.
• Problem-solving skills to identify and rectify any issues or inconsistencies in medical records.
• Experience with medical software systems and electronic health records (EHR) is often required.

 

Medical Records Clerk Experience Requirements

Entry-level Medical Records Clerk candidates are generally expected to have 1 to 2 years of experience, which can be gained through internships or part-time roles in healthcare administration or medical record keeping.

This preliminary experience offers a solid understanding of medical terminology, coding, and the use of Electronic Health Record (EHR) systems.

Candidates with 2 to 3 years of experience usually have worked in healthcare settings, managing medical records, ensuring accuracy, and maintaining patient confidentiality.

Their experience might also encompass understanding regulatory and compliance requirements related to healthcare documentation.

Medical Records Clerks with more than 5 years of experience are typically proficient in all aspects of medical records management and have a comprehensive understanding of health information systems.

These professionals may also have some supervisory experience, making them potential candidates for managerial roles within the healthcare administration sector.

 

Medical Records Clerk Education and Training Requirements

A Medical Records Clerk typically requires a high school diploma or its equivalent as a basic educational requirement.

Many employers prefer candidates who have completed postsecondary training in health information technology or a related field.

These programs, often available at community colleges and technical schools, include courses in medical terminology, anatomy and physiology, health data requirements and standards, classification and coding systems, healthcare reimbursement methods, and computer systems.

Certification is not typically required for Medical Records Clerks, but it can enhance job prospects.

For example, the American Health Information Management Association (AHIMA) offers the Certified Coding Associate (CCA) certification which demonstrates coding competency in any setting, including both hospitals and physician practices.

Medical Records Clerks should also have familiarity with Electronic Health Records (EHR) systems, the Health Insurance Portability and Accountability Act (HIPAA) guidelines, and have a good understanding of medical and insurance procedures.

Continuing education is important in this role, as healthcare regulations and technologies often change.

Many clerks opt for additional training to stay updated with the latest practices.

 

Medical Records Clerk Salary Expectations

A Medical Records Clerk can expect to earn an average salary of $33,716 (USD) per year.

However, the actual compensation may vary based on factors such as work experience, the size and type of the healthcare facility, and the geographical location.

 

Medical Records Clerk Job Description FAQs

What skills does a Medical Records Clerk need?

A Medical Records Clerk needs to have exceptional organizational and data entry skills as they will be responsible for managing a vast amount of patient records.

They need to have a good understanding of medical terminology and coding systems.

Attention to detail and accuracy are also crucial, as any error could lead to serious consequences.

Additionally, they should be proficient in using computer software systems and have good communication skills to interact with healthcare professionals and patients.

 

Do Medical Records Clerks need a degree?

A high school diploma or equivalent is typically required for a Medical Records Clerk position.

However, many employers prefer candidates with an associate’s degree or certificate in Health Information Technology or a related field.

Knowledge of medical terminology, anatomy, and health data standards can be advantageous.

 

What should you look for in a Medical Records Clerk resume?

Firstly, ensure that the candidate has the required education.

Experience in a healthcare setting, specifically in managing and organizing medical records, is desirable.

Familiarity with Electronic Health Records (EHR) systems, medical coding, and data entry skills should also be evident in the resume.

Look for indications of attention to detail, organizational skills, and the ability to maintain confidentiality.

 

What qualities make a good Medical Records Clerk?

A good Medical Records Clerk is someone who is extremely detail-oriented and can maintain the accuracy of large volumes of data.

They should have good organizational skills and be able to manage their time efficiently.

They must be proficient with various data management tools and understand medical terminology and coding.

They should respect confidentiality rules and have good interpersonal skills to interact with other healthcare professionals and patients.

 

Is it difficult to hire Medical Records Clerks?

The difficulty in hiring a Medical Records Clerk depends on several factors.

The specific requirements of the position, such as having an understanding of medical coding or experience with specific software systems, may limit the pool of potential candidates.

Offering competitive wages and benefits, opportunities for advancement, and a positive work environment can make it easier to attract and retain qualified Medical Records Clerks.

 

Conclusion

And there you have it.

Today, we’ve given you a glimpse into the role of a medical records clerk.

And guess what?

It’s not just about filing and data entry.

It’s about safeguarding the health history of countless patients, one record at a time.

With our ready-to-use medical records clerk job description template and practical examples, you’re ready to take the plunge.

But why stop there?

Dig deeper with our job description generator. It’s your next step to creating spot-on job listings or crafting your resume to stand out.

Remember:

Every patient record is a piece of a larger healthcare jigsaw.

Let’s shape that future. Together.

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