Medical Records Clerk I

Gardnerville, United States

Position Title

Medical Records Clerk I

Job Type





NE5 (10.13 - 14.18)




Position Summary

Under direct supervision, the Medical Records Clerk I is responsible for creating and updating patient’s paper charts as well as accessing electronic health information and to protect the security of medical records to ensure that confidentiality is maintained.
Minimum Qualifications
  • • High School Diploma or GED.

  • • Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.

  • • Preference will be given to Qualified Native American Indians.

Essential Duties & Responsibilities
  • • Maintains and distributes daily patient charts for appointments with medical and optometry when covering 7-4 shift.

  • • Assists providers and staff with issues related to patient charts and correspondence.

  • • Responsible for preparing patient charts for scheduled patients prior to appointment.

  • • Audit charts for next day scheduled appointments.

  • • Collects and prepares patient charts for walk-in patients as needed.

  • • Reviews all charts for completion of all necessary actions involving laboratory, x-ray, pharmacy, and return appointments. Carries out necessary action to secure completion.

  • • Reviews all daily charts for current patient information and include update form, if necessary.

  • • Release information to persons and agencies according to regulations.

  • • Responsible for timely and accurate gleaning and filing of completed patient charts, filing all correspondence and reports in appropriate patient charts.

  • • Demonstrates an understanding of patient confidentiality to protect the patient and clinic.

  • • Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.

  • • Transfers calls to voice mail when appropriate. Retrieves messages from voice mail and forwards to appropriate personnel.

  • • Maintains office equipment, performing or coordinating general maintenance and repair.

  • • Photocopies, collates, distributes, and files documents as requested.

  • • Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.

  • • Types correspondence as requested.

  • • Breaks down charts returned to Medical Records.

  • • Processes ROI statements, enters in system and processes an invoice if able to bill.

  • • Verifies insurance from daily schedule and enters any new or change of information.

  • • Prints daily appointment letters and mails directly to the patients

  • • Performs other duties as assigned.

Knowledge, Abilities, Skills, and Certifications
  • • Knowledge of modern office practices, procedures, and equipment.

  • • Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.

  • • Knowledge of records management.

  • • Knowledge of basic medical office terminology and anatomy.

  • • Ability and skills to effectively interview patients and to write clearly

  • • Ability to be patient with the elderly and with all patients.

  • • Ability to communicate effectively in the English language both verbally and in writing.

  • • Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.

  • • Ability to represent the program in a professional manner, building respect and confidence.

  • • Ability to maintain confidentiality.

  • • Ability to handle multiple tasks and meet deadlines.

  • • Ability to carry out instructions furnished in verbal or written format.

  • • Ability to work independently with minimal supervision.

  • • Ability to demonstrate excellence in everything, and continually seek improvement in results.

  • • Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).

Physical Demands
  • While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment
  • Work is generally performed in an office setting with a moderate noise level