Medical Records Clerk $19.93+ DOE
About The Position
The Medical Records Clerk maintains the integrity, accuracy, and confidentiality of client health information by organizing, processing, and monitoring electronic and paper medical records in accordance with organizational, legal, and regulatory standards. This position supports timely documentation workflows, coordinates record requests and releases, and collaborates with clinical, quality, and billing teams to ensure records are complete, accessible, and compliant with HIPAA, 42 CFR Part 2, and other applicable requirements. The Medical Records Clerk plays a key role in supporting quality care, regulatory compliance, and accurate reporting by ensuring that health information is consistently maintained and available to authorized users.
Requirements
- High school diploma or GED required.
- Combination of education and experience that provides the knowledge, skills, and abilities required for this position.
- Two years of experience in medical records, health information management, administrative support, or related work involving confidential data management.
- Experience with electronic health record systems required.
- Must complete a criminal history background check and receive authorization from the State of Oregon’s Background Check Unit.
- Must not be excluded from participation in federal healthcare programs, including but not limited to listings on the Office of Inspector General (OIG) List of Excluded Individuals/Entities and the System for Award Management (SAM) exclusion list.
- Must be legally authorized to work in the United States without sponsorship.
Nice To Haves
- Experience in behavioral health, substance use disorder treatment, primary care, or other healthcare environments preferred.
Responsibilities
- Maintains complete, accurate, and organized electronic and paper medical records in accordance with documentation standards and regulatory requirements.
- Reviews records for completeness, accuracy, required signatures, and appropriate documentation, and follows up with staff to resolve discrepancies or missing information.
- Scans, uploads, labels, and indexes documents in the electronic health record to ensure timely and accurate record availability.
- Processes internal and external requests for release of information in accordance with HIPAA, 42 CFR Part 2, and organizational policies, ensuring that authorizations are valid and disclosures are properly documented.
- Tracks and fulfills record requests from clients, providers, auditors, and external agencies within required timelines and documentation standards.
- Monitors compliance with privacy and confidentiality requirements and immediately reports potential breaches or concerns to appropriate leadership.
- Maintains secure handling, storage, and transmission of health information to protect client confidentiality and data integrity.
- Collaborates with clinical, quality assurance, and billing staff to ensure documentation supports service delivery, billing accuracy, and reporting requirements.
- Assists in retrieving archived or historical records from internal or external sources to support continuity of care, audits, or program needs.
- Prepares routine and ad hoc reports using medical record and EHR data to support quality assurance, program operations, and regulatory reporting.
- Supports internal and external audits by preparing, organizing, and providing requested records in accordance with established procedures.
- Monitors updates to documentation standards, privacy regulations, and reporting requirements and communicates relevant changes to the Quality Assurance Director or designee.
- Serves as a resource to staff on medical record procedures, documentation standards, and record request processes within defined role scope.
- Maintains organized tracking systems for record requests, releases, and documentation corrections to ensure accountability and timely completion.
- Performs additional related duties as assigned to support program and organizational goals.
Benefits
- None explicitly mentioned, but implied support for quality care and regulatory compliance.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
