Quality Management -Medical Records Clerk

WES Health System•Philadelphia, PA

About The Position

The Quality Management/Medical Records Clerk supports the Quality Management Department by organizing, maintaining, tracking, and reviewing client medical records. This position helps ensure that documentation is complete, accurate, timely, and compliant with all applicable federal, state, managed care, accreditation, and organizational requirements. This role collaborates with clinical, administrative, and quality staff to support chart audits, record retention, quality improvement activities, regulatory compliance, and medical record accuracy. The role also assists with monitoring documentation, preparing for audits and reviews, tracking corrective actions, and supporting the organization's efforts to maintain high-quality services across all agency programs.

Requirements

High School Diploma or GED required.
Knowledge of medical records management principles and practices.
Understanding of HIPAA, confidentiality requirements, and record retention standards.
Strong attention to detail and organizational skills.
Ability to review documentation for accuracy and completeness.
Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and electronic health record systems.
Strong written and verbal communication skills.
Ability to maintain confidentiality and exercise professional judgment.

Nice To Haves

Associate degree in Health Information Management, Healthcare Administration, Business Administration, or related field preferred
Knowledge of Medicaid, managed care, and regulatory documentation standards preferred.

Responsibilities

Conduct routine medical record audits using established audit tools and quality indicators.
Review records for required assessments, treatment plans, progress notes, consents, authorizations, and other required documentation.
Prepare audit reports and communicate findings to Quality Management leadership.
Maintain electronic and paper medical records in accordance with organizational policies and regulatory requirements.
Ensure medical records are accurately filed, indexed, scanned, and stored.
Monitor records for completeness and identify missing documentation.
Process requests for medical records in accordance with HIPAA and confidentiality requirements.
Maintain record retention and destruction schedules.
Support preparation for internal and external audits, licensing reviews, and accreditation surveys.
Assist with gathering and organizing documentation requested during audits and investigations.
Assist with policy, procedure, and training documentation management.
Schedule meetings and maintain quality management files as assigned.
Provide clerical support to the Quality Management Department.
Perform other duties and special projects as assigned.