Centralized Medical Records Clerk

HealthLinc•Elkhart, IN

10d•Onsite

About The Position

The Centralized Medical Records Clerk is responsible for accurately processing, scanning, indexing, retrieving, and releasing medical records in a timely manner while ensuring compliance with HealthLinc policies, HIPAA regulations, and applicable record retention requirements. The position serves as a central resource for medical record requests and documentation management, working with patients, providers, clinic staff, and external healthcare organizations to support continuity of care and efficient access to health information. The role also supports quality improvement initiatives aligned with the Patient-Centered Medical Home (PCMH). Duties and responsibilities may change at any time, with or without notice.

Requirements

High school diploma or equivalent.
Strong organizational and time management skills.
Excellent written and verbal communication skills.
Strong customer service skills.
Ability to work well in a team environment.
Ability to remain flexible and adaptable.
Ability to follow HealthLinc policies and procedures.
Ability to operate a multi-line phone system and office equipment, including printers and fax machines.
Basic computer skills, including Microsoft Office, EHR systems, and online sources.

Nice To Haves

At least 2–3 years of experience in a medical administrative position (preferred).

Responsibilities

Scan, index, and upload patient records, laboratory results, forms, correspondence, and other clinical documentation into the electronic health record (EHR) system.
Process and fulfill authorized medical record requests, including printing, compiling, and distributing records.
Ensure releases of protected health information comply with HIPAA regulations, organizational policies, and applicable legal requirements.
Monitor document management systems and inbound fax queues to ensure timely receipt, review, and processing of incoming records and documentation.
Import, categorize, and attach electronic documents to the appropriate patient records.
Retrieve, review, and process incoming medical records received by fax, electronic exchange, and other approved channels.
Respond to patient, provider, and staff inquiries about medical record requests and provide follow-up as needed.
Retrieve and prepare patient health information for provider review, patient care activities, audits, and other authorized business purposes.
Maintain accurate logs and tracking systems for medical record requests, disclosures, subpoenas, quality reviews, and other health information management activities.
Support compliance with record retention, documentation management, and health information privacy standards.
Provide cross-coverage and operational support for site-based Medical Records Clerks as needed.
Perform additional health information management and administrative duties as assigned.
Engage in quality improvement initiatives aligned with and supporting Patient-Centered Medical Home (PCMH).