Medical Records Clerk

Employment Type: Contract
Department: Healthcare / Medical Records
Location: New York, NY 10029
Duration: 8 Weeks
Extension: Possible based on business needs
Schedule: Monday–Friday, 9:00 AM–5:00 PM
Hours: 35 Hours/Week

Pay Rate: $20.00–$21.00/Hour

Job Summary

We are seeking a detail-oriented Medical Records Clerk to support the organization, scanning, indexing, and maintenance of patient medical records in a healthcare setting.

The ideal candidate will have hands-on experience working with paper medical records, strong data-entry and typing skills, and the ability to accurately identify, organize, and classify various types of medical documentation.

This position requires careful handling of confidential patient information and adherence to HIPAA and organizational privacy requirements.

Key Responsibilities

• Assemble and organize medical record documents according to established guidelines.
• Prepare paper records for scanning by removing staples and clips, sorting pages, and organizing documents.
• Identify and classify medical documents, including H&Ps, operative reports, progress notes, nursing documentation, orders, consents, laboratory results, imaging records, and discharge summaries.
• Scan medical records and verify that images are clear, complete, properly oriented, and readable.
• Index scanned documents to the appropriate patient, encounter, date of service, and document type.
• Review scanned records for accuracy and correct or rescan documents when necessary.
• File medical records using established filing systems, including terminal-digit filing.
• Pull and prepare medical records for upcoming patient appointments.
• Open additional record volumes when required.
• Pull and file X-ray films as requested.
• Answer incoming phone calls and provide appropriate assistance or route calls as needed.
• Print daily pull slips, progress notes, and other required forms.
• Enter and maintain tracking information in Microsoft Excel spreadsheets.
• Identify missing, illegible, incomplete, or incorrectly filed documents and report issues to the appropriate supervisor.
• Maintain strict confidentiality of patient information and comply with HIPAA and applicable healthcare policies.

Required Qualifications

• High school diploma or GED.
• At least 1 year of experience working directly with paper medical records.
• Ability to recognize and correctly classify different types of medical documents.
• Typing speed of 40 WPM or higher with good accuracy.
• Working knowledge of Microsoft Excel, including data entry, sorting, and filtering.
• Strong attention to detail and data-entry accuracy.
• Ability to perform repetitive tasks while maintaining a high level of accuracy.
• Good communication and phone-handling skills.
• Ability to maintain patient confidentiality and follow HIPAA requirements.

Preferred Qualifications

• Previous Health Information Management (HIM) experience.
• Medical records or document imaging experience in a hospital or healthcare setting.
• Experience with Epic or another Electronic Medical Record (EMR) system.
• Knowledge of medical terminology.
• Previous experience scanning and indexing medical records.

Physical Requirements

• Ability to lift and carry record boxes weighing up to 25 lbs.
• Ability to stand, bend, reach, and move around the records area for extended periods.
• Ability to perform repetitive filing, scanning, and document-handling tasks.