Health Records Clerk
About The Position
The Health Records Clerk supports all health record management activities for Family HealthCare Network. The role responds to requests for health records and dental information, assists patients and other requesters, reviews authorizations for HIPAA compliance, and ensures requests—including subpoenas—are completed accurately and within required timeframes. The clerk coordinates with outside copy services, verifies patient demographics, maintains record indexes and retrieval systems, and collects applicable fees for forwarding to finance. The position also supports scanning and indexing activities by processing and storing documents in the electronic health record system, reviewing scanned images for accuracy, forwarding documents to provider staff for review and signature, closing referrals and orders based on consultation reports, updating the Clinical Decision Support System, and retrieving hospital records for transfer into FHCN’s system. The clerk resolves records-related issues, prioritizes requests, and provides customer service to internal and external customers. Regular attendance is an essential function. The employee must be able to work at any FHCN location at the start of or during a shift based on business needs, and may perform other duties as assigned. Effective June 1, 2026, new hires must meet the stated education and experience requirements.
Requirements
- Effective June 1, 2026, proof of high school completion with a minimum overall GPA of 2.5, or GED completion with a minimum overall score of 162.5; qualifying proof of a higher-level degree and stronger GPA may be provided in lieu of the high school diploma.
- Effective June 1, 2026, a minimum of two years of experience and knowledge of medical records, processes, and practices.
- Ability to prepare basic correspondence and simple reports in Microsoft Word.
- Ability to use Microsoft Excel to create tables and simple displays of information.
- Ability to create basic presentations in Microsoft PowerPoint.
- Ability to effectively communicate routine or non-technical information to coworkers and others, including written and verbal communication.
- Ability to sit and perform repetitive hand movements for typing and grasping; frequently stand or walk; and occasionally lift or move up to 20 pounds.
- Ability to work at any FHCN location at the beginning of or during a shift based on business need.
- No licenses or certifications required.
Responsibilities
- Respond to requests for health records and dental information and assist patients, family members, legal guardians or representatives, and referral sources.
- Receive release authorizations, determine HIPAA compliance, return noncompliant authorizations, and follow privacy and confidentiality requirements.
- Respond to phone and in-person inquiries about records requests and assist patients with authorization forms.
- Ensure records requests are accurate and meet FHCN and state-mandated requirements.
- Coordinate with outside copy services and schedule copy or retrieval appointments within required timeframes.
- Verify patient demographic information and facilitate corrections according to procedures.
- Maintain and operate health record indexes, storage, and retrieval systems.
- Complete subpoena requests within the timeframes specified and collect applicable fees for forwarding to finance daily.
- Process and properly store health documents in the electronic health record system.
- Review scanned images for quality and reconcile paper documents with their imaged counterparts.
- Forward scanned documents through the EMR for provider staff review and signature.
- Close referrals and other orders based on received consultation reports.
- Update the Clinical Decision Support System based on received consultation reports.
- Retrieve documents from hospital records systems and transfer them to FHCN’s electronic health record.
- Verify authorizations, prioritize requests, resolve record-location problems, involve appropriate people in decisions, and make timely decisions.
- Adhere to the Attendance and Absenteeism Policy and work at any FHCN location based on business need.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
