Medical Records Clerk

Position Summary:

This position is responsible for preparing, scanning, indexing, and validating patient medical record documents within PowerChart, the electronic medical record (EMR) system. This position plays a critical role in maintaining accurate and complete patient records by ensuring all documents are correctly assigned to the appropriate medical record number, encounter, placeholder, date, and time. The ideal candidate is highly detail-oriented, organized, and able to meet daily productivity goals in a fast-paced healthcare environment.

Essential Duties and Responsibilities

• Prepare medical record documents for scanning by removing staples, organizing paperwork, and ensuring documents are ready for processing through high-speed scanning equipment or through a desk top scanner.

• Scan patient records and related documentation into the PowerChart electronic medical record system.

• Verify that all scanned documents are accurately indexed to the correct medical record number (MRN), patient encounter, placeholder, date, and time.

• Perform quality checks to ensure document accuracy, completeness, and legibility within the EMR system.

• Maintain established daily scanning productivity standards and page volume requirements.

• Retrieve patient charts and records from nursing units and other departments as needed.

• Organize, sort, and process incoming medical record documents in a timely manner.

• Identify and resolve scanning or indexing discrepancies according to departmental procedures.

• Protect patient confidentiality and maintain compliance with HIPAA and organizational privacy standards.

• Assist with other medical records and document management duties as assigned.

Position Qualification:

High School diploma or GED; or one to three months related experience and/or training; or equivalent combination of education and experience.